Document Scanning in Colorado Springs
Document scanning is the physical part of turning paper records into a digital format. After they are in the cloud, documents are a lot easier to manage. If any document is required it is available with a simple keyword search.
Access to any document can be restricted to specific employees. This keeps all of your documents secure. Access should be controlled to prevent workers from misusing the personal data of customers and patients. Any record has a usefulness lifespan and a Record Retention Plan will make it easy to destroy un-needed records.
Create a Document Scanning Plan
The first step is to work on a Record Retention Plan. Articulate how long to store each type of document. Then determine who requires access to each one. This should be published to every employee.
Next, it is time to clean out all of the unwanted documents. Distribute shredding bins around your company. Have anyone who uses company records search for ones that need to be shredded. Ask employees to go through their files with the Record Retention Plan and shred anything past its usefulness. There is no need to digitize documents that are no longer needed.
The third step is to figure out what documents will be needed in the future. The costs of document scanning increase with the number of times the document is accessed and shared. If it is unlikely to be needed again then just storing the original document is the superior option. Everything that remains is what you need to scan.
Finally, it is time for the physical act of scanning. You can purchase scanners and give the work to an employee or temp. You can also hire a scanning service. If you have a box or two then assigning an employee will work. But as you grow your equipment can become overwhelmed by the volume of materials to scan.
Colorado Springs Shredding makes the digitizing process simple. Our partners have large scanning machines and employees who handle this work daily. They index your documents and then shred them following the work.
Get Free Quotes on Document Scanning Services in Colorado Springs
A paperless office can be organized, efficient and secure. Colorado Springs Shredding can help you get there. Give us a call at (719) 425-2980 or fill out the form on the left to get free quotes.