The Top 10 Reasons You Should Implement Document Scanning

documentsThe days of storing paper documents and records are quickly coming to an end. More and more companies are using document scanning to convert paper records to digital.

There’s a lot of great reasons to consider document scanning and utilizing a cloud management system to organize your office and keep your files safe and secure.

If your company is considering moving to digitizing their documents here are 10 reasons to get scanning.

1) Get Your Business Ready for the Future

In the past documents have been stored in a variety of formats. Some have fallen out of favor such as microfiche and microfilm. These records must now be converted a second time to digital format. Digital records can be converted to any new format with software in moments.

2) Increase Security and Protect Your Business

securityPrivacy laws including HIPAA and FACTA require business to keep control over its private information. With electronic documents it is easier to maintain control and protect sensitive information.

This is because you can focus security all the way down to the document level and access can be changed instantly as job functions change or employees leave.

You can also track what each employee looks at and/or accesses.

3) Comply With All Disclosure Laws

Sarbanes Oxley and other legal disclosure laws require business to quickly find all relevant documents requested. This process tends to be a lot easier when you have the ability to send electronic documents.

4) Get Back On Your Feet Quickly With Easy to Use Disaster Recovery

data recoveryWhat would be the consequences of losing all of your records? Most businesses only have one copy of their company records and store that on site.

This puts you at risk for burglary, flood and fire. Scanned documents can be backed up to a remote server on a regular basis and really help solidify your disaster recovery plan.

5) Collaborate With Coworkers and Vendors Quickly & Easily

Document scanning allows teams to work on projects across geographic areas. Company records can be accessed, modified, and uploaded simultaneously by everyone in the office, providing valuable information to your employees whenever they need it.

6) Go Green

Cut back on paper and ink for printing. Electronic records also require less energy to store than climate controlled records storage facilities.

cloud storage

7) Cloud Services Make It Easier to Distribute Files Anywhere

Avoid the trouble of finding a record, making a copy and then sending it through the mail or FedEx.

Remote employees and partners also have access to document near instantly with email. This is a big advantage for medical offices that are bombarded with requests from patients.

8) Increase Efficiency In Your Document Management Processes

Employees waste a great deal of time looking for records. They can be in their desk or in the official company records. Electronic records are easily found via search functions and don’t require time to file after they are used.

9) Reduce The Space Paper Documents Take Up In Your Office and File Room

Millions of scanned documents can be stored in a server. To store a similar number of paper documents would require rooms and rooms.

10) Save Time & Money in the Short and Long Term

Tsavehe last but definitely most important reason for document scanning is saving money. Cut your storage costs, the number of employees needed to maintain and retrieve records and improve everyone’s productivity.

Whether you choose to do it yourself, or you are looking for a professional scanning company to help you digitize your office, our experts are here to help.

Let a professional, secure company and staff take the hassle out of your records scanning project.

Record Nations has the manpower to quickly perform the indexing, scanning, and post production work, which includes conversion to text via optical character recognition (OCR) software. This allows you to edit the documents, or redact private information to protect your patients or clients.

Get Free Quotes on Document Scanning Today

From document scanning to document management systems for your electronic documents, our experts will help you select a customized Document Management Solution that fits exactly what you’re looking to do for your company.

We have built a nationwide network of document scanning professionals all across the United States to serve your document scanning needs.

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.