Document Scanning

document scanning

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Businesses use document scanning to convert records into digital documents. After it is in a digital format, documents are a lot simpler to find. If a document is required, it is available with a simple computer query. Access to each file can be restricted to singular workers. This secures any document to a need-to-know basis. Access must be manged to prevent workers from taking the private data of employees and patients. Every record has a usefulness and an electronic document management software package can automatically eliminate unneeded records.

The first step is to work on a document management plan. Figure out how long to store each type of document. Then calculate what employee needs access to each one. This should be distributed to each employee.

Next it is time to destroy all of the unneeded documents. Have anyone who uses official records shred documents that need to be shredded. Also, distribute shredding containers around your company. Ask employees to go through their personal records with the company document management policy and shred any documents past its requirements. There is no need to digitize documents that are useless.

Step three is to determine what documents are likely to be needed going forward. The costs of document scanning increase the more often the document is accessed and shared. If it is unlikely to be needed going forward then just storing the paper document is the best option. What remains is what you should scan.

Next, it is time for the physical act of scanning. You can buy scanners and assign the work to an employee. Or you can look to a scanning service. If you have a small amount then assigning an employee should work. But as you grow the number of documents needing to be scanned, this can overwhelm your capacity.

Chicago Shredding Services makes the conversion process easy. They own high speed scanning equipment and employees who perform this work everyday. They prepare the documents and then shred them after the work.

To learn more call 847-620-0016.