Document scanning helps to eliminate the risk of identity theft. It also reduces the amount of papers around your space. There are many things you could do after the documents are scanned, but it doesn’t have to be difficult.
In this video, learn more about what to do after scanning the documents. Additionally, this can include finding a records management systems, a storage systems, and/or potentially shredding your documents.
So you’ve scanned your papers and are ready top make the digital transition, but before you can truly implement a paperless records management system there are a few other steps that come first.
Besides the initial decision to scan your documents, other skipping stones between paper and digital records management includes:
- Applying optical character recognition (OCR) and redaction
- Choosing DMS software or cloud storage
- Shredding old paper copies after scanning
Using Optical Character Recognition (OCR) and Redaction First
Optical character recognition (OCR) and document redaction are an extension of the scanning process and prepare newly scanned files for use with a DMS or cloud storage by making files editable and removing their sensitive information.
Optical Character Recognition
OCR is applied during the scanning process. Instead of creating a digital image of a file, it’s converted to machine encoded text which can be edited and searched just like any other word processing document.
After OCR is applied and the file is editable, redaction tools can be used to black out sensitive information. The beauty of redaction is how the text is removed entirely rather than using a black pen to cover already-existing text. The risk is inks can be lifted or seen using a bring back light.
Digital Document Storage & Management
After configuring new digital documents, the next step is selecting an option for how to store and manage them.
The primary options are document management system (DMS) software or cloud storage. However, it depends on your project needs on which one will be better than the other.
What is a DMS
Document management systems (DMS) use a computer system and software to provide an organized structure for storing digital documents after scanning.
With a DMS, it’s managed onsite and doesn’t rely on internet. This makes it much faster for storing and handling large amounts of files.
Because DMS systems aren’t hosted by a separate provider and developer, they’re more customizable. In addition, they can have more advanced configurations in place.
Cloud storage is similar to a DMS system in how files are stored on a centralized server, however with the cloud it’s a data server at a remote location that’s managed by a third-party provider.
These storage files can be accessed from anywhere via the internet, however when trying to store a large amount of files on the cloud the fact that it relies on an internet connection can slow down the system significantly, making the cloud more ideal for smaller storage needs.
|Managed internally by IT teams||Managed externally by cloud providers|
|A single, more expensive up-front cost||Recurring but lower cost SaaS pricing|
|Doesn’t rely on the internet, making it faster and more reliable for bulk storage||Allows internet accessibility, making it ideal for remote employees and when you’re on the go|
|Provides advanced tools like tiered-access controls, but they needs self-configuration||Provides basic tools like file search and editing, but it can only use the tools included by the provider|
Shredding Documents After Scanning is Complete
Besides making plans for how to manage new digital files, it’s also important to have a plan in place for shredding old papers after conversion.
One of the main reasons to shred after scanning–especially if you scan on a regular basis–is keeping space clear. By keeping the number of hard-copies to a minimum, you can use old storage space for more productive purposes. Additionally, the papers you still need to keep won’t require using any additional space.
In addition to the benefits of shredding old paper copies, there are legal incentives as well. Whether it’s financial health or personal information, losing information in a data breach can bring consequences, including fines and jail time. However, shredding old copies reduced the chances of that happening by half.
Planning to Scan or Implement Digital Document Management
Join Amazon, Google, and countless other companies we’ve helped to find affordable options for document management services. Additionally, this includes scanning, DMS software, cloud storage, and shredding.
Through our network of providers, transitioning into a paperless office is easy. To get started and receive a free quote, fill out the form to the right, give us a call at (866) 385-3706, or contacting us directly with our live chat. In just minutes, you will receive personalized quotes from top professionals in your area.