There are a variety of reasons for wanting your office or organization to go paperless. Most likely you are overwhelmed by the amount of paper you have been storing on your desks and filing cabinets and you want to scale it down. Maybe you simply want for your office or organization to be better organized. If you are environmentally conscious you may want to upgrade and align your office with the environmental goals you set. Whatever your reason is for going digital, you will to have to do some preliminary organizing to get started in creating a paperless environment.
One of the most desirable benefits of going paperless is that electronic documents can significantly lower costs and increase the efficiency of your business. You can eliminate a lot of the costs associated with buying paper, toner, and ink. You will also be able to cut down on the labor costs associated with filing documents and retrieving filed documents. Plus, you are likely to gain more space in your workplace. However, before you decide to start on a document scanning project, there are six factors you might want to consider:
* Does the Scope of Solutions Offered Meet Your Needs?
* Is Secure Shredding an Option?
* Is Mobile Shredding Available?
* Are Pick Up and Delivery Services Offered?
* What Scanning and Imaging Services Do You Provide?
* Are Your Storage Solutions Safe, Secure and Affordable?
A Few First Steps
The first thing you should think about when deciding to go paperless is that you don’t have to eliminate all paper if you don’t want to. You can just significantly reduce the amount paper you generate. If you have a business that generates a lot of paper, going paperless can take some time. The organization of documents is key. You will need to know how the filing system works. Is it organized by date or alphabetically for instance? Or do you organize by category? You will also need to understand your electronic files. How have you organize them? By name? Or some other way?
The Process and Benefits of Going Paperless
Once you are organized, you will need to decide what you want to scan. It’s important to state here that there may be laws like the tax code that require you to keep documents for a specific period of time. Is there a certain date that you want to be the starting point for your files?
The Scanning Process
Once your documents have been scanned, state of the art technology will create index records for each converted digital image. By using professional scanning and imaging services you can feel confident that your paper records have been converted to electronic images accurately and securely.
After the scanning process has been completed, you will start to see the benefits of going paperless. You will immediately appreciate the newly acquired increase in the security of your documents. They will no longer subjected to human error and they won’t get lost or stolen. Additional security protections such as password protection and data encryption are available online. Going paperless can especially benefit a business that is heavily regulated. Documents that are organized help make an audit or some other type of examination go smoothly.
Types of Documents
Most businesses’ records inventories consist of more than just standard size paper records. Your company may have odd size files that can’t be scanned with a desktop scanner. Depending upon the type of industry, it is typical to have large format documents like photos, maps, blueprints, prints, books and bound materials.
A professional scanning and imaging company can scan any type of paper record to an electronic document. With state of the art equipment you will be able to get high resolution images. You can also expect meticulous handling procedures and the utilization of equipment that ensures the integrity of your original documents.
Precision Integrated Data Can Help You Go Paperless
If you’re ready to go paperless, Precision Integrated Data can help. We offer scanning and imaging services to store your documents electronically. We can pick up your boxes and files and securely transfer them to our facility to scan, or scan on-site. We also offer records management and document shredding services. To learn more, contact us today at (561) 578-8440.