Orlando Document Scanning
Businesses use document scanning to digitize files into electronic records. Once they are in an electronic format, documents are a lot simpler to find and easier to store. If a document is required it is available with a simple keyword search. Access to any record can be restricted to individual employees.
Access should be managed to eliminate employees abusing the personal data of customers and patients. Each record has a retention life and an electronic document management system can instantly eliminate unneeded records.
The first step is to work on a document destruction policy for your Florida business. Codify how long to store each type of document. Then determine who needs access to them. The destruction should be distributed to each user.
Next, it is time to destroy all of the unneeded records. Have anyone who manages company records eliminate documents that should be retired. Also, distribute shredding bins around your office to collect unneeded records. Have employees organize their personal files according to the company document management policy and shred documents that are no longer required, eliminating the need to scan them.
Step three is to determine what documents are likely to be accessed going forward. If it is unlikely to be used going forward, then storing the original document is the superior option. What is left after this process is what you need to scan?
Finally, it is time for the physical act of scanning. You can purchase equipment and give the work to an employee or contractor. If you have a box or two then assigning an employee will work. But as the volume of the materials to scan increases, this approach will soon become unfeasible. An Orlando based scanning service is recommended when the amount of scanning dwarfs your in-house capabilities.
Orlando Document Shredding makes the digitizing process easy with professional scanning equipment and trained experienced services. Our contractors index the files for easy retrieval and then destroy them following the work.