Reasons to Use a Local Document Scanning Service
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If your records system has been operating strictly with paper documents, or you’ve tried to scan more than a few pages yourself, here are a few reasons for you to consider using a local scanning service to digitize your business documents.
Problem: On average, an employee spends 400 hours per year searching for documents, and at least 10% of documents are not found on the first search attempt. Your staff’s time is costly, and ideally, they should be focused on their core tasks.
Solution: You’ll reduce document retrieval time with a scanning service. When files are scanned, they are easier to search for and find. If your scanned files are handled by an offsite records management company, your staff doesn’t spend their valuable time searching. You’ll also save time sending and receiving documents, which converts to money saved.
Problem: Laws like the Health Information Portability and Accountability Act (HIPAA) and the Fair and Accurate Credit Transactions Act (FACTA) require sensitive information to be protected. It is your responsibility to keep the Personally Identifiable Information (PII) you handle out of the wrong hands.
Solution: When documents are stored digitally, you have control over who is permitted to access them, even among your in-house personnel. Consider a records storage company that incorporates strict security, including background-screened staff, building access controls, 24/7 video monitoring, and other measures to safeguard your stored information.
Problem: Disasters come in many forms like flood, fire, weather, earthquakes, rodent and insect infestations, and more. We’re all aware that a disaster can be extremely expensive, but it also puts your organization at risk of permanent data loss.
Solution: Scanned documents stored in the cloud, or on backup devices stored offsite protect your information from disasters.
Problem: 17 billion cubic feet of trees are deforested each year, and 60% of those trees are used to make paper. Paper production is responsible for almost 20% of the world’s annual greenhouse gas emissions.
Solution: While scanning existing documents won’t reduce the amount of paper that’s already been produced, it will make digital documents retrievable at any time and reduce the need for printing or copying. This is even more effective if your company has multiple locations needing the same document.
Problem: In the event of an audit, searching through documents can be cumbersome and time consuming. According to Forbes, time is one of the two main reasons audits are so expensive.
Solution: By having documents digitized, the process will not only be faster, but auditors will be far more impressed when they see that your company is prepared and organized.
Problem: Scanning documents outside of your local area increases the cost and risk of transporting your confidential information.
Solution: Working with a local scanning service reduces the cost and risk of transporting your documents for scanning. Not only that, but buying local stimulates the local economy that your business operates in. The opportunity for networking and building trust among your local business community is beneficial for everyone involved. It creates an economic snowball effect as local businesses purchase goods and services in your community and support local non-profit organizations and charities.
Making It Happen
There are plenty of benefits to scanning your documents. There are further benefits if you work with a professionally and legally-compliant records and information management provider to scan, index and retrieve your files at your request.
CI Information Management serves Southeastern and Central Washington and Northeastern Oregon with a full suite of records and information services, including multiple scanning services. If you need workflow scanning, scanning projects, Scan On Demand, or large-format scanning, just give us a call at 509-586-6090 or complete the form on this page.