For many businesses, getting caught up with the latest and greatest file management technology is a daunting task. There could be thousands, tens of thousands, or even hundreds of thousands of records that would need to scanned or digitized.
What’s more, those records might be taking up valuable desk or office space—imagine how much more productive you’d be with a clean desk, or how there might be room for another employee where all those filing cabinets are.
The solution to this problem is day-forward scanning. Put simply, day-forward scanning is the process of scanning, indexing, and storing documents digitally as soon as they are created. The idea is that you set a date for starting the process, and from that “day forward,” all documents created or received are scanned and stored digitally.
The second half of the process is scanning and indexing your existing paper records. Because there are so many setting a day-forward scanning date can help you just get started, without worrying about the mountain of files you might have.
How to Start Day-Forward Scanning
There are three simple steps to the day-forward scanning process:
Sometimes the hardest part of taking on a big task is getting started. By setting a definite day on which you’ll start the day-forward scanning process, it gives a deadline you can prepare for.
2. Start Backfile Conversion of Your Paper Records
Backfile conversion is the process of replacing your existing paper records with digital copies. This is often the largest step in the day-forward scanning process depending on how many paper files you have.
Once you reach the date you set in Step 1, start the backfile conversion process. Once scanned, remember that all of your paper records will be easily searchable and shareable, unlike paper documents.
3. Going Forward, Scan New Documents
In order to maintain the day-forward scanning, all new documents that are created must be scanned. This ensures that you can keep your files digitally organized and can continue to enjoy the extra space now that your documents are scanned.
Benefits of Day-Forward Scanning
Day-forward scanning offers a number of benefits.
- It’s cost-efficient. In addition to saving space, day-forward scanning saves you the cost of paper, paper clips, staples, and similar office supplies that quickly add up over time.
- It saves space.As alluded to above, scanning your files allows you to get rid of filing cabinets and empty your file-filled desk drawers. Not only is keeping a clean office good for security, it can also boost productivity because…
- It saves time. Instead of making copies or searching for what feels like hours to find the document you need, scanned files are indexed and easily searchable. Sharing a file is as simple as sending an email, and scanned records can be shared with many more people much faster.
Interested In Starting Day-Forward Scanning?
Record Nations partners with scanning and storage providers across the United States. To find the records scanning solution that best fits your needs, fill out our form, give us a call at (866) 385-3706, or contact us directly through our live chat for a free, no-obligation quote from providers near you.