Document scanning helps to eliminate the risk of identity theft and data breaches. It also reduces the amount of paper around your space. There are many things you could do after the documents are scanned, but it doesn’t have to be difficult.
Watch the video or read below to learn more about what to do after scanning your documents. This can include finding a records management system, a storage system, and/or potentially shredding your documents.
The Next Step After You Scanned Documents
So you’ve scanned your papers and are ready to make the digital transition, but before you can truly implement a paperless records management system there are a few other steps that come first.
You must decide what to do with your scanned documents when your project is complete. Some options include:
- 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 With Your Scanned Document
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. Inks can be lifted or seen using a bring-back light, putting you at risk.
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 the 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.
What is Cloud Storage
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 number of files on the cloud, the fact that it relies on an internet connection can slow down the system significantly. This makes the cloud more ideal for smaller storage needs.
Scan and Shred Your Documents
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 regularly–is to keep space clear. By keeping the number of hard copies to a minimum, you can use old storage space for more productive purposes. This will also aid in preventing identity theft and data breaches from lurking eyes.
In addition to the benefits of shredding, 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.
Get The Right Solution For Your Scanned Papers Today!
Join Amazon, Google, and countless other companies we’ve helped to find affordable options for document management services. 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, give us a call at (866) 385-3706, or contact us directly with our live chat. In just minutes, you will receive personalized quotes from top professionals in your area.