Document privacy is of great concern for most organizations. When it comes to your important records, you can never be too careful. It’s important that your personal and confidential business information does not fall into the wrong hands. In fact, that’s likely the reason you are hiring a document scanning company to digitize your documents. When your information is digitized, not only will it become easier to access, it will be much more secure than your existing paper files.
Keep in mind that the security of your paper documents as they make their transition to digital is only as good as the company handling your document scanning. For complete document privacy, you need to ensure you are hiring a reputable company who takes document privacy seriously. Here are the most important questions to ask to ensure your documents stay secure when you hire a company to scan them:
Is Your Transportation Method Secure?
Ask your potential document scanning company how they intend to transport your documents to the conversion facility and what types of security measures they will take. Who will be transporting your files? Are these individuals vetted by the company? Will they make stops along the way?
What is Your Conversion Facility Like?
Get details on the security features of the location where your paper documents will be converted. Is it a Controlled Goods Certified facility? Is it owned completely by your chosen document scanning company? The fewer individuals who have access to the space, the more secure the space will be.
What Documents Will You Convert?
Are there certain files you don’t want to be transported and converted by an external company? Consider keeping a small number of highly confidential files back, and scan them using a personal scanner at your office location if you feel more comfortable doing so.
Do They Offer Shredding Services?
For complete document privacy, your chosen provider should also offer shredding services to dispose of your paper records after they have been converted. Check that the document scanning company you choose offers the latest in shredding technology so you can rest assured knowing that your physical documents have been properly destroyed.
Do You Offer Document Tracking?
Should you need a particular document during the conversion process, how will you get access to it? Will your scanning provider track the location of each and every file throughout the process so you can get access to it in the case of an audit or emergency?
The above areas are a good starting point to get a feel for the document privacy and security levels of any document scanning service you are considering. If you are searching for a document scanning company you can feel confident in, look no further than MES Hybrid Document systems. We are completed committed to security and a strict process that allows us to know exactly where a given document is at any time. This means that you can rest assured knowing that your confidential information is secure, whether it is being transported to our conversion facility by our experienced staff, is awaiting conversion to digital form, or has been successfully converted and is being securely shredded.
Contact us today for your free document scanning quote!