To ensure that your document conversion process goes as planned, here is a checklist you should follow.
If your business is looking to transition to digital documenting, you’ll have to take the right steps to prepare yourself. Going into a document conversion process, underprepared, is dangerous because it can result in expensive compliance and security gaps. To avoid this problem, you should let a professional document conversion company handle all of the work. To ensure that your document conversion process goes as planned, here is a checklist you should follow.
Inventory Your Files
When you choose to go digital with your documents, you’ll need to follow the proper protocol to inventory any existing records you have. You’ll also have to figure out which documents you can convert into digital files and which ones have to either be destroyed or stored physically.
Certain documents have to exist in paper form, such as legal contracts and financial records, because of compliance reasons. Other documents can be securely obliterated after they are scanned, based on whatever retention requirements they have.
Follow a Retention Schedule
Businesses can often struggle trying to juggle physical document storage, conversion, and document destroying. Many businesses may want to take what they see as a cautious approach, deciding to keep their documents on paper.
While this sounds safer, it goes against the entire document conversion process. You need to stay loyal to a retention schedule. If you do, you won’t have to wonder whether you’re able to destroy a file or if you have to keep a file in paper format.
Work With a Dependable Document Conversion Company
When you work with a professional document conversion company, it becomes easier for you to manage your documents because it doesn’t have to be done completely in-house. This lowers the stress your business takes from having to handle everything on your own. When you get professional help, you’ll have the most qualified people working for you, so you know you can feel safe.
A professional document conversion company will also be equipped with all of the best technologies to make the process run smoothly. This lifts a burden off your shoulders since you won’t have to invest in those technologies yourself.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.