Document scanning is a beneficial practice for many industries. Not only does it improve the security of your files, but it also reduces how much space your facility needs, and helps raise your business efficiency as a whole. Scanning documents can do wonders for people’s businesses, but there are ways that the scanning process can go wrong. We want to tell you what you should avoid doing during the document scanning process.
Not Putting Enough Thought Into Your Labeling System
It’s vital that your employees be able to locate documents swiftly. The more time it takes to find documents, the more time that gets wasted every day. You won’t be able to make good use of a digital document storage system if you can’t find the files within it. That’s why you must carefully think about how your files will be labeled so that you’re easily able to track whatever files you need whenever you need them.
Keep Records On-Site
This might sound a little strange, as it sounds reasonable to keep your documents within your own building. The problem is that your business will need many different security tools in order to properly protect your files. Without these security tools in place, your sensitive information could be put at risk. Instead, we recommend finding an off-site storage facility where you can keep all of your documents. Make sure you decide on this facility with the input of a professional document management company.
Running Your Scanning Procedures In-House
We find that letting a document scanning company handle your scanning procedures is much more effective than scanning files in-house. Scanning professionals will have the most up-to-date technology, as well as staff members who fully understand how it works. This is better than needing to purchase your own technology and train your own staff members how to use it.
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.