Have you ever wondered what you could do with all the space you use for storing documents? All that room taken up by cabinet after cabinet of files? Usually, these cabinets are filled with endless copies of documents that may or may not be needed. The only way to deal with this problem is to get rid of all the paper and turn to records scanning.
The problem with depending upon paper documentation is that you have to deal with paper. Each person who needs a copy wants their own. That can quickly turn into a nightmare in an office of any size. Digitization offers another alternative.
By scanning all of your documents into one server, everyone can access the same item whenever they need it. No one can make changes to the original document so everyone is in agreement as to what is on the document. When they are done using the item in question, they close the window and they are done; there is no need to file anything.
Many documents a firm encounters are private. Whether it is a legal issue or a financial one, you don’t want certain papers floating around – that is how lawsuits get started. Private documents that have been digitally scanned can be restricted to those who need to see them, and no one else. For a doctor’s office, that could mean a great way to minimize HIPAA issues. In other surroundings, privacy can protect upcoming patent applications or legal strategies.
One of the concerns most expressed with digital copies is that of storage security. You can opt to have your server in your office, or you can store documents off site. Either way, you can further your security by having digital microfilms produced and stored in a secure location. With several copies of your microfilm library disbursed to different places, you are certain to have a usable hard copy, no matter what.
Records scanning is quick and easy. It is the perfect way to view, use, and store all of your documentation.