Scanning Documents

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Businesses use document scanning to convert files into digital documents. Once it is in a electronic format, documents are easier to manage. If a document is needed, it is available with a basic computer search. Access to any file can be restricted to individual employees. This keeps each document on a need to know basis. Usage must be manged to eliminate employees from misusing the private information of other employees, clients, and patients. Every record has a lifespan and an electronic document management system can instantly destroy unneeded records.


The first step is to develop a record management policy. Figure out how long to store each type of document then decide which employees need access to them. The policy needs to be distributed to every employee.


Next, it is time to destroy all of the unneeded records. Have everyone who uses company records destroy documents that should be retired. Also, provide shredding bins around your office for everyone to place their unneeded documents. Have workers organize their personal records using the company document management policy and shred everything past its required usage. There is no need to scan documents that are not necessary for the business to function.


Step three is to figure out what documents will be accessed going forward. If a record is unlikely to be used again, then just storing the original document is the superior option. Everything left after this process is what you should scan.


Finally, it is time for the actual scanning. You can buy equipment and assign the work to an employee or temp. Or you can find a scanning service. If you have a small amount of scanning, then assigning an employee will work. But as you grow, the volume will soon overwhelm your abilities. In this situation, a scanning service is recommended.


Bridgeport Shredding Service makes the digitizing project easy. They have large scanning equipment and people who perform this work everyday. They prepare the files and then shred them following the work.

Give us a call to learn more at (203) 416-6440.