The Orlando Paperless Office
Hard-copy documents might be the norm- but the more documents you accumulate, the more problems they create over time. A paperless office can really help you organize your documents better. Wouldn’t it be nice to free up that expensive office space for a more useful purpose? Paperless offices improve productivity and document management processes, but the conversion process might create some issues in itself.
Professional document scanning services like Orlando Document Scanning can convert paper records into digital files, giving you more control and access to your files whenever and wherever you need them. Let us help avoid some of the pitfalls associated with the transition from a hard-copy document management system to an electronic document management system.
This checklist will help you figure out if going paperless makes sense for your office. There’s a lot more to document conversion than just scanning your documents- it’s a change in culture and the way you handle your entire flow of paperwork through the office.
Going Paperless? Answer these Questions First
The experts at Orlando Document Scanning want to make sure you make well-informed decisions about your transition to a paperless office. A little bit of research can save you time and money- and help you pick the document management company for your scanning project.
- Is hiring a document scanning service an effective solution for you? Think about all the things you need to make your system paperless- there are lots of costs to think about, from offsite document storage, required upgrades, ongoing costs for scanning, and other ways to make the system functional. You also have to consider how many documents you want to convert- the more documents you have, the more your project will cost.
- Will your new system be easy to use, and will your employees find it easier to use digitized documents? Eliminate the need to figure out which document is most current- implement version control and indexing to make documents easier to find and eliminate the chance of an older version ending up in the wrong hands.
- Are your confidential files and documents that contain personal or critical business information secure? Low tech hacks where corporate spies copy or steal paper documents is a lot more common than you might think. If you’re concerned about data breaches, an electronic document management system can be one of the most reliable systems for your office- if you take the proper precautions.
- How much productivity do you lose shuffling through stacks of paper? Electronic documents eliminate this wasted time and optimize the document flow in your office. A paperless office makes finding documents easy- and there’s no longer a need to ensure that the correct paper document is in the right place.
- Do you spend money on paper, postage, ink and other supplies each month?
Every time you send an email, you’ll eliminate the cost and time it takes to print, mail or distribute a hard-copy document. Add up and annualize these costs- our guess is it’s a good chunk of the initial costs of implementing a paperless office.
If you can answer all these questions with confidence, then you’re ready to go paperless! If you have questions or want more information, give us a call at (407) 217-1426 or fill out the form to the left.
Federal Laws that Encourage Electronic Document Storage
There are several laws that have been introduced to ensure that businesses take proper precautions to protect employees and customers’ personal information- Sarbanes-Oxley, FACTA and HIPPA. Here’s a brief explanation of these laws- and why we encourage you to convert to electronic document storage and management sooner rather than later:
- In 1996, the Health Insurance Portability and Accountability Act (HIPAA) addressed the security and privacy of health data to improve the efficiency and effectiveness of the nation’s health care system by encouraging the widespread use of electronic data management.
- In 2002, the Sarbanes-Oxley Act required businesses to properly maintain financial records- including the ability to retrieve them easily.
- In 2003, the Fair and Accurate Credit Reporting Act (FACTA) required businesses to properly safeguard and store personal information- and make sure that it is destroyed properly.
It can be next to impossible to comply with these laws without dedication a significant amount of resources dedicated to organizing these files. Storage required for paper documents grows at a rate of 20-25% every year. Going paperless helps reverse that trend, but document retention requirements still mandate that certain documents need to be retained.
To help meet their storage needs, many companies look to offsite records storage to store their company documents. This solves the storage problem but can be very costly depending on the size of the business.
The cost of document scanning is minimal to the time and space you’ll save your business year over year. Let Orlando Document Scanning help you make the transition today!
Ready to Make the Change to a Paperless Office? Orlando Document Scanning Can Help!
Let a professional, secure, local document scanning service make your hassle-free. Orlando Document Scanning can handle all of the indexing, scanning, and post-production work required to transition your office into a digital, paperless environment.
We can even help you convert text via optical character recognition (OCR) software so you can edit the documents or redact private information to protect your customers.
Get free, no-obligation quotes on converting your documents and records to digital format, let us know! Fill out the form to the left, or give us a call at (407) 217-1426.