95% of businesses in Oakland still use paper filing systems and filing cabinets. Hard-copy documents build up over time- how can you store decades worth of files in your office?
That's where migrating to a paperless office can really benefit your company. It can allow you to free up that expensive office space for a more useful purpose. Professional document scanning services can help you office convert paper records into digital files that are easier to access and control.
A paperless office also improves productivity and document management processes- but the transition can be difficult. Avoid some of the pitfalls associated with the transition from a hard-copy document management system with this checklist about going paperless.
Going Paperless? Answer these Questions First
Oakland Document Scanning wants to make sure you make well-informed decisions for your transition to a paperless office. We've done our research and want to pass on some of our findings to you on how you should tackle the conversion process (and save you some time and money).
- Is hiring an Oakland document scanning service an effective solution for you? Document storage costs, ongoing costs, and required upgrades to make the system functional all factor into the cost of going paperless. Consider how many documents you want to digitize- the larger that number, the more your project will cost.
- How much productivity do you lose shuffling through stacks of paper? Electronic documents eliminate this wasted time and give you back the productivity you've lost and optimize the document flow in your office.
- Do you spend money on paper, postage, ink and other supplies each month? Every time you send an email or a quick search for your documents, you save time and money compared to the time it takes to distribute a hard-copy document or find a file in a filing cabinet. If you add up these costs it's probably a lot bigger number than you realize.
- Are your confidential files and documents that contain personal or critical business information secure? Low tech hacks are common- corporate spies copy or steal paper documents regularly, and it's a lot easier than trying to hack a secured electronic document management system.
- Will an electronic document management system be easy to use? Eliminate the need to figure out which document is most current- implement version control and indexing to make documents easier to find and eliminate the chance of an older version ending up in the wrong hands.
If you can answer all these questions with confidence, then you're ready to go paperless! If you have questions, or want more information, give us a call at (510) 250-3005 or fill out the form to the left.
Federal Laws that Encourage Electronic Document Storage
Federal laws encouraging electronic document security.
There's several laws that have been introduced to ensure that businesses take proper precautions to protect employees and customers' personal information- Sarbanes-Oxley, FACTA and HIPPA. Here's
a brief explanation of how these laws encourage you to convert to electronic document storage and management sooner rather than later:
- In 2002, the Sarbanes-Oxley Act required businesses to properly maintain financial records.
- In 2003, the Fair and Accurate Credit Reporting Act (FACTA) required businesses to safeguard and store personal information of employees and customers.
- Back in 1996, the Health Insurance Portability and Accountability Act (HIPAA) addressed the security and privacy of health data. The standards are meant to improve the efficiency and effectiveness of the nation's health care system.
It can be next to impossible to comply with the these laws without dedication a significant amount of resources dedicated to organizing these files. Since the storage required for paper documents grows at a rate of 20-25% every year, going paperless can help minimize the amount of records you have onsite while keeping you in compliance with all Federal and State mandated laws.
To help meet their storage needs, many companies look to offsite storage to store their company documents. The cost of document scanning is minimal to the time and space you'll save your business year over year. Let Oakland Document Scanning help you make the transition today!
Ready to Make the Change to a Paperless Office? Oakland Document Scanning Can Help!
Let a professional, secure, Oakland-based document scanning service make your project easier to manage. Oakland Document Scanning can quickly perform the indexing, scanning, and post production work to get your office into digital format. We can even help you convert text via optical character recognition (OCR) software so you can edit the documents or redact private information to protect your customers.
Get free, no obligation quotes on converting your documents and records to digital format, let our experts know! Fill out the form to the left, or give us a call at (510) 250-3005.