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. 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 scanned file, the typed, handwritten, or printed text, it is converted to machine encoded text that 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 and obscure sensitive information. The beauty of redaction during scanning as opposed to self-redacting is how the text is removed entirely rather than using a black pen to cover already-existing text, as inks can be lifted or seen using a bring back light.
Digital Document Storage & Management
After configuring new digital document using tools like OCR and redaction during scanning, 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, but depending on your needs one will typically 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 on site and doesn’t rely on internet, making 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 also more customizable and 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’s limited to only 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 they’re converted.
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 reduce clutter use old storage space for more productive purposes, and for the papers you do still need to keep it won’t require suing any more space.
In addition to the productivity benefits from shredding old paper copies, there are also legal incentives for ensuring old copies are destroyed. Whether it’s financial health, or general personal information, losing it or having it stolen in a data breach can bring consequences like fines and jail time. However, by shredding the old copies after scanning the chances of that happening are cut in half.
Planning to Scan or Implement Digital Document Management
Join Amazon, Google, and countless other companies and organizations we’ve helped to find affordable options for scanning, DMS software, cloud storage and shredding when you visit us at Record Nations today.
Through our network of providers, transitioning into a paperless office is easy. Find the best option for your papers after they are scanned. To get started and receive a free quote, fill out the form to the right, give us a call at (866) 385-3706, filling out the form to your right, or contacting us directly with our live chat. In just minutes, you will receive personalized quotes from top professionals in your area.