You’ve Scanned Your Records. Now What?

scanned documents in the cloud
Document scanning reduces your dependence on paper and streamlines business processes, but searching through an inventory of electronic files can be just as time-consuming as thumbing through a file cabinet. Are your digital documents categorized and labeled to allow easy searching as well as meeting document retention requirements? A document management system offers a solution for ensuring the security, accessibility and integration of your electronic files.

Maintaining security

Paper documents are often mismanaged, which compromises your financial and client data. Problems occur when paperwork is misfiled, files are stored in unlocked cabinets and offices, and essential documents are improperly archived and tracked. The good news is, going paperless allows you to improve the security of your business information.

Document scanning enables information to be stored in a digital format, reducing the chances that someone can gain physical access to confidential documents. But cybercrime is also a reality your business has to face. So, any centralized repository for storing your digital documents should offer:

  • hardened data center protection
  • encrypted file hosting
  • regulatory compliant security

Improving accessibility

Document scanning enables information to be shared more efficiently within your business. For instance, if your paper records have been properly indexed during the scanning process, they can be added to your enterprise document management system.

Online document hosting, which goes hand-in-hand with document scanning, enables your electronic files to be easily located and accessed, and files can be securely retrieved, emailed and faxed from a computer, laptop or mobile device. In addition, highly specific keyword searches can be used to locate specific data within documents and multiple users can access one document at the same time. Online document hosting also offers monitored and auditable information access.

Digital document integration

You’ll want to make sure your digital documents integrate with your current business processes. During scanning process, quality control measures should be taken to ensure all documents are accurately captured. Your digital information will need to be properly merged into your preferred document management database to support your workflow needs. Integration with Open Database Connectivity business applications should also be maintained so that your digital data will be accessible across your enterprise. If you are storing an active or archive inventory of paper files offsite, a Scan on Demand service helps make sure that when you need those files, they are converted to a format consistent with your electronic document management needs.

A final tip

After your document scanning project has been completed and your digital files have been stored so that they can be properly managed, you may be tempted to destroy any hardcopy files that have been converted. Before doing so, be sure to verify your legal and regulatory document retention obligations. Also, it’s crucial to create information redundancy in order to support your data recovery objectives.

Richards & Richards provides document scanning and online document hosting solutions to businesses throughout Nashville. For more information please contact us by phone or complete the form on this page.

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