Small Business Document Management

Document scanning offers several benefits, including space savings, improved organization, easier access to information, enhanced security, and reduced risk of document loss or damage.

Document scanning ensures that your business documents are securely stored and easily retrievable, helping you meet regulatory compliance requirements. Additionally, digital files can be encrypted and access-controlled, further enhancing security and compliance.

Virtually any type of paper document can be scanned, including invoices, receipts, contracts, employee records, customer information, and more. Additionally, large format documents such as maps and blueprints can also be scanned.

Onsite document scanning involves scanning documents at your business location, while off-site scanning is performed at a service provider’s facility. Off-site scanning may offer advantages such as specialized equipment, bulk scanning capabilities, and secure storage options.

Yes, most document scanning and storage services provide remote access to your digitized documents through secure online portals or cloud-based storage platforms. This allows you to retrieve, view, and share documents from anywhere with an internet connection.

On average, it costs 7-12 cents per page, but it will depend on the size of your project, the complexity, add-on features, and any other special requests. As a small business, it will be easier to implement day-forward scanning that will scan your documents as they’re created as you grow. When you contact us with the details of your project, our service providers will be able to give you a more accurate price quote.

You should keep any documents that you don’t need regular access to but still need to retain for legal, regulatory, or historical purposes. Some examples include:

– Legal and Regulatory Documents

– Financial Records

– Human Resources Records

– Historical Documents

– Intellectual Property

– Backup Tapes and Media

– Architectural and Engineering Plans

For small businesses, we recommend cloud storage as it’s an affordable and flexible option without making a significant up-front investment or losing the ability to change storage strategies if necessary. A DMS is especially useful for large-scale companies that need fast access and use. However, compare the advantages and disadvantages of both to see which one fits best to your business’s needs.

We recommend regularly backing up your digital documents to multiple locations, including offsite storage or the cloud. If you have physical documents or tapes in offsite storage, the facilities are equipped with fire-suppressant systems and climate controls so they won’t get damaged.

The timeline of your project will depend on the type of service(s) you need, the complexity, and any other special requirements. Your service provider will be able to give you a more accurate timeline when you contact us with the details of your project.

At the end of their lifecycle, documents can be securely shredded or archived, ensuring compliance with data retention policies and preventing unnecessary clutter. If you have digital storage, you can automate retention periods that will delete your files when their retention is up. Documents in off-site storage will be shredded by your service provider through a secure shredding service.

OCR gives you the ability to search and index every aspect of your files with a quick keyword search, eliminating mistakes and improving productivity. Utilize Optical Character Recognition (OCR) and data extraction to ensure your records have accurate information and can be modified or edited quickly and easily.