Consider scanning your records into digital images if you are in charge of managing the paper documents and other hard copy files of your business.
We are not recommending that you scan your files on your own; It’s likely that your company doesn’t have scanners with a lot of capacity to handle the many paper files and business documents you’ve kept for years. The good news is that all of your electronic capture requirements can be met quickly by a reputable document imaging and scanning service company.
Why You Should Choose to Scan and Make Digital Files There has never been a better time to make digital images of your documents. Digitized documents offer a wealth of benefits, many of which you may not be aware of. Here are ten excellent reasons to have your office documents scanned and converted to digital format.
The average worker searches for documents for 400 hours per year, according to the Gartner Group. If your documents could be accessed almost immediately, just imagine how much time and money your business would save. Finding and retrieving files can save your business tens to hundreds of thousands of dollars even if you only spend half as much time doing so. Even if you did not index or capture the file names, you can use optical character recognition (OCR) software to apply optical character recognition to your digital files and locate records almost immediately!
Laws and compliance guidelines like HIPAA and FACTA require businesses to protect sensitive information from falling into the wrong hands. Digitally stored documents allow you to control user permissions and audit who accesses a digital copies of records as well as when the access occurred.
According to Privacy, Confidentiality: and Electronic Medical Records by Randolph C. Barrows, Jr., MD, and Paul D. Clayton, Ph.D .,
“Electronic records are arguably more secure if the proper policies and best available technologies are in place. For example, paper medical records do not allow one to obtain an accurate audit trail of who has seen the record and what portions of the record were accessed. Also, the use of paper records make it difficult to restrict certain classes of users to see only particular types of information. Paper records are easily altered by removal or substitution of documents, but an electronic document signed with an encrypted digital signature is much more difficult to alter.”
3. Protect documents from natural disasters
Floods, fires, tornadoes, and other emergencies have the power to permanently destroy hard copies of documents, resulting in their loss. On the other hand, scanned images from your company documents can be backed up to a remote location or cloud storage and made accessible during and after an emergency.
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