If your business has boxes and file cabinets full of paper, consider using a document scanning service. Scanning services will take all that paperwork and convert it into digital information. The digital age is making it possible to completely get rid of paper in your office. No more rows of filing cabinets and stacks of document boxes and the space that they take up. In this guide, we highlight the benefits of using a document scanning service. Do your business a favor and call Scanstrong LLC today to get the process started.
Increased Security
Protecting digital information is markedly easier than protecting physical papers. Paper is susceptible to many things that digital documents are not. Fire, water damage, age, and theft are some of the perils that could affect physical documents, to name a few. Natural disasters like floods and wildfires are also a huge danger to everyone, including businesses and the documents they keep. Additionally, anyone with access to the room and/or the filing cabinet where paper documents are stored can obtain any information they want. On the other hand, digital docs are often password protected and hidden behind firewalls and dedicated servers. Therefore, it takes more time, skill, and energy to breach or misuse digital information.
Safe Destruction of the Docs
The question of what happens to the old stuff always comes up during the scanning process. A good scanning service will destroy the documents for you. That can take a few forms like shredding or taking them to the dump, or a combination of the two. After everything is scanned, the documents should always be destroyed, and you should obtain a certificate of destruction.
Easy Accessibility of Information
The best benefit of using a document scanning service is accessibility. Have you ever tried to find a single piece of paper amongst thousands? It’s not easy. No matter how good the filing system is, it still depends on people organizing documents in the proper order and in the right place. In this way, hours can be wasted looking for a single document. Digital docs are easily sorted and filed and accessible in seconds. That way, the time saved can be directed towards more important tasks.
Reduced Need for Space
Keeping all that paperwork means you need space. Space is necessary to house filing cabinets and bankers’ boxes for years and years. Having all the paper scanned and digitized means you won’t need that space any longer. Downsizing to a smaller office with more affordable rent is now possible, you can use that extra revenue to hire more staff or to conduct research and development.
Scanstrong LLC is your home for medical and legal document scanning services. We keep everything in-house and confidential. Contact us today so we can help your business digitize your documents.
Compliance is a reality for most businesses. Document scanning makes it easier for your company to fulfill its legal and regulatory obligations. Digital files can be organized, indexed and produced quickly to meet the demands of even the strictest auditor.