Choosing between document scanning and digitally storing your documents or just using a hard copy filing system can be tough. On the one hand, digitally storing your documents makes it much easier to find what you’re looking for, as well as saving some space. On the other hand, scanning your files can cost you money while using your existing system is free. Fortunately, you don’t have to pick between one or the other. A hybrid system that utilizes both document scanning and digital and paper storage can save you a lot of money. Here is how document scanning and storage come together to help you organize your files.
Hybrid Storage and Scanning: How it Works
Instead of scanning each file you have, you can utilize scanning and digital storage only for the files that you use frequently. Memos, forms, and notices that often have to be copied and distributed can be scanned for sharing and easy access. Other records you might have, however, can be stored the old-fashioned way if you have to hang onto them.
Cost Benefits of Document Scanning
Scanning and digital storage can save you plenty of money with two kinds of records: those that you use frequently and those you only use every once in a while.
Frequent Records for Document Scanning
Records that you use very often should be scanned and digitally stored to save you money and time. Between paper, printer ink, and bindings, the cost of frequently copying of specific records can add up as time passes. When these documents are scanned, you can easily share them digitally with everyone who needs them.
Records you Don’t Need That Often
For records that you don’t need to retrieve all that often, but you do need to hang onto can be stored somewhere offsite.
Secure Destruction of All Your Old Records
After the retention times for your stored paper records are finally up, the offsite provider or document scanning service can securely shred those records for you. Secure record shredding helps make sure that you are compliant with all data protection laws as well as protecting yourself against identity theft. After the shredding is over, the storage service will also provide you with an official certificate of destruction that you can then use to verify your documents were safely and securely destroyed and as a form of legal compliance.
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.