Transitioning from a paper based records system to a cloud based records system can be a daunting task. It can be so daunting that many companies don’t even know where to start.
So, what do you do when you are ready to make the transition? It is important to find the right document management company to help you through the transition.
There are many reputable document management companies out there that have decades of experience moving other companies from paper documents to the cloud. This partnership can save you countless hours and money so choose wisely.
Step 1: Prepare Your Documents for Scanning
Once you have chosen a partner document management company, the next step is to prepare the documents for scanning.
This involves removing any foreign objects from the paper such as paper clips, staples, index tabs, etc. When the scanning process begins it is important that there are no hiccups as thousands of documents per minute will be scanned and indexed.
Step 2: Scanning and Indexing Your Documents
Next, the actual scanning and indexing of documents will begin. Depending on how many documents you have, this could take days or weeks. Typically the document scanning process uses OCR to read, index and categorize documents into the proper place within a database on the cloud. The scanning process is the most crucial in the process when moving to the cloud. It will set up the documents for future reference by the employees of the business.
Step 3: Select a Document Management Software
Now that all of the documents are scanned and indexed, it will be important to choose the proper document management software so that employees can access the information on the documents and collaborate with the documents in the future.
Many electronic document management softwares allow for permissions to be developed for different departments or individuals in the organization. The system also has the capability to allow individuals to make edits to documents in conjunction with others much like cloud based programs Microsoft 365 and Google Drive.
Do you Need Quotes on Document Scanning Services? Record Nations can Help
Record Nations is here to help records managers with paper records and document scanning services). To get started, fill out the form to the right, or give us a call at (866) 385-3706. Within minutes of receiving your request, you will have free quotes from experts in your area that can help you.