Do you have paper files, records, or documents getting in your way at the office? Document management is one of the most challenging and time-consuming aspects of any business.
The logical step to eliminate the hassle and improve productivity is to migrate to a system that allows you to eliminate paper files altogether.
Despite that, one of the biggest challenges is what to do in the critical “crossover” period where you still have paper records but are moving to digital files.
During this crossover period, you need a solution that bridges the gap between a hard-copy management system and an electronic document management system, or DMS.
It doesn’t matter if your company has 10,000 or 100,000 records—it will take some time for a document management company to scan and index all of them. That’s where day-forward scanning comes into the picture.
What is Day-Forward Scanning?
With day-forward scanning, you select a date from which all new records will be scanned and you no longer keep paper records from that date on. These records will be kept in a new, more efficient electronic document management system (DMS).
What Happens to Paper Records After They Are Scanned?
After you have made the transition and your records are in digital form, you should have the paper copies shredded. Many scanning providers partner with a shredding provider who can shred your unneeded papers. They might even have an industrial shredder at their facility.
As long as you are using a DMS, you will have access to your files when you need them. With digital files, there is no danger of duplicate or outdated copies being distributed. File security is better with a digital format because the files can be encrypted and you can limit who has access to them.
The Benefits of Day-Forward Scanning for Your Business
Day-forward scanning is a great way to save your employees time, your business money, and eliminate the headache of storing and accessing paper records. Having a starting point to help eliminate paper filing systems gives you a chance to make the transition to digital files easier.
There are several advantages to day-forward scanning:
It Saves Your Business and Your Employees Time
Digital files are easier to manage than paper files. Each scanned file is indexed, which makes it searchable—all you need do is type in a few keywords and you’ll be able to find a record in seconds. How long does it take you to find just one paper record?
Digital files also improve productivity by eliminating time-consuming processes involved with retrieving and re-filing.
If you’re using day-forward scanning with a cloud-based storage service, you can improve productivity on the road and for employees working from home by giving them instant, secure access to any file they need.
It Saves Your Company Money
Day-forward scanning helps you justify the transition to digital in your budget—instead of doing all your scanning at once, you can break it up into more budget-friendly projects and eventually digitize all records in your system.
By eliminating the thousands of pages that might never be accessed again, you save time (which is money) and actual money on your scanning project.
You can also factor in the time it takes employees to manage your filing system—the more files you have to manage, the more time it takes to manage them. Day-forward scanning gives your employees a way to move to projects that are more productive.
Electronic Documents Are Easier and Safer to Manage
It can be difficult to share a paper file—not only do you have the time issues mentioned above, but you also have to be concerned with version control. If one employee makes a copy of a record that gets updated with information that wasn’t in the original file, which copy is re-filed? What happens if that record is lost, stolen, or destroyed? If it’s the original copy, you might lose that information completely.
Day-forward scanning and a DMS will eliminate these types of concerns (at least for the records that are scanned after your start date). Digital records can be accessed from any computer anywhere in the country—and you can restrict who has access to each document. That way, you don’t have to worry about stray copies of files, security issues, or the hassle of losing an important record.
Security is a major concern for anyone who handles critical records.
Using day-forward scanning or any other type of electronic document management can eliminate some of the risks of a security breach—having a secure system is paramount since a breach could cost a company millions of dollars.
Any document scanning service and cloud-based storage will have security that encrypts and protects your records from hackers from the time you log in, and for as long as you have your records on the system.
As long as you restrict the access to critical files (which every DMS allows you to do), you shouldn’t have to worry about being vulnerable to a security breach.
The one thing to remember is that any security for digital systems is only as strong as its weakest link. You can purchase the most secure system in the world, but if you don’t use the proper encryption methods and a strong password for every access point to your system, you’ll be vulnerable.
Are You Looking for Day-Forward Scanning? Record Nations Can Help
Record Nations has a network of scanning and record storage professionals to help you with your day-forward scanning. We can help your company or practice make the transition from paper records to digital as seamless and easy as possible. We service a variety of industries, including, but not limited to:
Medical Practices—Whether you are a single practitioner or a hospital we can help. We will digitize your medical records and help you move them to electronic health records (EHR). We can even handle the data capture to make the integration seamless.
Legal Firms—It may be for an inquiry or you might just want to streamline your records storage. We can scan on site if required at the offices of your client, or opposing counsel.
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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.