Scanning Documents

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Document management doesn't start with shredding. Organizations need to manage their information from creation, through storage, and finally to the destruction. Historically, information has been stored on paper but it is increasingly moving towards digital records.

Companies hire document scanning services to convert their paper into digital documents. After it is in a electronic format, documents are much easier to manage. If a document is needed, it is available with a simple computer search. Access to any record can be modified to singular employees. This protects any document on a need-to-know basis. Access should be manged to eliminate workers from misusing the private data of customers and patients. 

The first step is to work on a document management policy. Figure out how long to keep each type of document. Then calculate what employees needs access to each document. This needs to be distributed to each worker.

Next it is time to destroy all of the unneeded records. Have everyone who manages company records destroy documents that should be retired. Also, distribute shredding containers around your organization. Ask employees to organize their personal files with the company document management policy and shred documents over its usefulness. There is no need to scan documents that aren't needed.

Step three is to figure out what documents are likely to be accessed in the future. The costs of document scanning grow the more often the document is used and shared. If it is unlikely to be used again, then keeping the original document is the superior option. What remains is what you need to scan.

Finally, it is time for the physical act of scanning. You can acquire equipment and assign the work to an employee or contractor. Or you can also find a scanning service. If you have a box or two, then using an employee should work. But as you increase the number of documents, this can overwhelm your equipment.

Baltimore Document Shredding can help make your digitizing project simple. With high speed scanning equipment and employees with expertise is prepping and indexing documents. They prepare the documents and then destroy them following the work.

Give us a call to learn more at 410-741-3557