As technology continues to improve, going paperless is becoming more and more common. In some industries, like healthcare, it’s becoming a standard. Scanning your records can help save money in the short-term and the long-term. Additionally, it helps to increase productivity levels and security right from the beginning. Overall, there are numerous reasons to scan records.
In this video or transcript below, learn about the top 10 reasons to scan documents and go paperless. The benefits range from streamlining collaboration and distribution to simplifying compliance with industry laws and regulations.
Video Transcription
Why Scan Records
As technology improves, scanning is becoming a more common practice. This is because it offers a set of unique benefits that are unmatched by other document handling methods. Scanning records opens up multiple ways to benefit, including greater efficiency and productivity, secure storage, and cost savings.
1. Prepare for a Digital Future
Scanning records from old formats and implementing digital records management increases accessibility and speed.
In healthcare, laws like HITECH also legally require the meaningful use of health information technology. Therefore, it’s critical to prepare for your practice or business for the upcoming changes. These changes will produce benefits now and for years to come.
2. Boost Your Security
There are many advantages to scanning. However, one of the biggest benefits is the security aspect. Scanning records and storing in a digital management system provides extra security in a few ways:
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- Access Controls for internal security
- Firewalls and Antivirus for external risks
- File Encryption in case of an external breach
3. Simplify Compliance with Disclosure Laws
Laws, like the Sarbanes-Oxley Act (SOX), require records to be readily available. In addition, they should be able to quickly produced in case of an audit. Using digital records management software, files are indexed and can easily be tracked down with the help of keyword search functions. This makes auditing and other legal matters easier when they arise.
4. Easy Backup and Disaster Recovery
Compared to paper, making a digital backup copy of a record inventory is faster and easier. Scanned documents can be backed up to remote servers. If all the primary copies were somehow destroyed, the backup copies can be quickly retrieved and restored.
5. Streamline Collaboration
Using a digital system to manage records centralizes information. Additionally, this makes it easier for teams to work together on the same document. For example, you can access and edit digital records at the same time. Additionally, you can access the files anywhere as long as there is internet connection.
6. Make Distribution More Efficient
Prior to digital records, the time involved with paper correspondence was a major bottleneck. Using email and digital document management software reduces the time sending and receiving information. Additionally, this benefits you as well as consumers.
7. Improve Records Management Time and Efficiency
A single employee may spend just 10-15 minutes a day looking for and refiling records. However, the time and costs add up over the course of a year. With digital records, they can be retrieved with a keyword search. Additionally, they don’t need refilling once you’re done.
8. Save Valuable Space
Millions of documents can be scanned and uploaded to a storage server. Additionally, a 3-drawer file cabinet can store fewer files and use up more space. In addition, there is a cost of the filing cabinets themselves. With scanning, these file cabinet costs are eliminated.
9. Going Green
Paper is recyclable, but when you don’t use paper there’s no need to recycle. In addition, going paperless reduces the use of printer ink, and the energy needed for climate-controlled storage. This helps tremendously towards effective green initiatives.
10. Saving Time and Money
Overall, document scanning’s greatest benefit is its cost savings. Going paperless helps save money in the long-term and short-term in a few ways. The initial, upfront costs of scanning can be expensive with those with thousands of documents. However, the benefits far outlay the initial costs.
In addition to convenience, there are other advantages to scanning which impact employee and company performance. In turn, this impacts wasted time which impacts costs. Some advantages including work efficiency and lower storage costs.
Looking to Scan Your Records? Get A Quote Today
Join Amazon, Google, and other companies we’ve helped to scan records and adopt a paperless system for managing information.
We work with a nationwide network of providers in order to help connect you with the best scanning services to meet your budget, schedule, and other requirements. For help finding your ideal scanning option, give us a call at (866) 385-3706, use the live chat, or fill out the form to start the process today.
