Digitizing your paper documents is something that benefits almost every type of business. Along with reducing security threats and increasing space, moving to a digital document management system improves efficiency and allows for greater use of your information. That said, before you rush headlong into a digitization project, there are a few things you must consider about the needs your business has for the documents you will be working with. As technology and imaging options have grown, the possibilities for what can be done with scanning have increased. Ensuring that you’re getting what you need will help make your final product much better.
On Demand, High-Volume Capture
With options like customizable folder structures, scanning of single sheets or batches, and even mobile capture options, new and robust imaging systems allow for far more flexibility than ever before. This type of system is an excellent option for those with offices in multiple locations as it allows for greater sharing and distributing options.
OCR and Full-Text Search
One of the more important aspects of document imaging is ensuring that the information you are cataloging is easy to search, use, and draw from. Well developed systems allow for you to use a variety of search options including the document name, path, or creator, the associated meta-data, the documents within a particular folder, and even pre-configured searches.
Even if your business isn’t working with highly classified or confidential information, having the ability to use security functions is always a bonus. Options like only allowing access to individual users, tracking who accesses and changes information, and ensuring that you’re complying with regulations like HIPAA, FINRA, and SEC.
Another option that may be important for your business is to use document linking. This system allows for related documents to be linked together for easy access and cross-referencing. This is often used for linking invoices and proofs of payment or similarly correlated documents.
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, YouTube, and Flickr.