2020 was a leap year for the document management industry. Businesses still holding onto paper went digital—finally. It’s a two-part process: paper is scanned and then paper is shredded. But some businesses are still waiting in line for their own digital revolution. Until a high-volume scanner comes along and turns those old paper records (that are expensive to store and cumbersome to retrieve) into lightweight electronic files, you are obligated to take care of them. In most industries, regulations require retention. That means keeping documents for a defined period until their expiration date. While we recommend a solid paperless office strategy for all forward-thinking companies, here five tips to secure and protect physical documents from potential threats in the meantime.
Paper doesn't just harm the environment and your company’s productivity—and therefore your revenue—paper also harms your reputation: 87% of consumers surveyed say they look more positively on a company if they run 100% paper free. And that's how you want your customers to see your company.
Topics: paper scanning, document scanning service, Document Scanning Services in Ontario, document management in Toronto, paperless, high capacity scanners, paper documents, document scanning solutions
With so many paper records tucked away in filing cabinets and storage boxes that have been untouched for years, a bulk scanning project is no small undertaking. There are so many steps required to turn your stack of documents into an easy-to-access digital database, from prep work to scanning, organizing and more.
Topics: paper scanning
For centuries, paper has been the dominant means of record keeping and communication. This has always been despite the fact that paper has a significant number of limitations that interfere with your ability to manage your documents. In recent years, however, the limitations of paper as a document management resource have become more glaring as newer technologies are developed to overtake paper as the primary document management resource. Here are seven of the biggest limitations of paper document use that can be easily overcome with a document management system upgrade:
We are exposed to more types of data in a growing number of formats as information technology continues to advance. Despite this growth, we typically find it both easier and necessary to deal with more mundane forms of information transfer, primarily in the form of paper documents. To expedite the communication between the past and the present, and to bring the sharing of information up to speed, equipping your staff with portable document scanners is key. Below is an outline of some of the features and useful capabilities that you can expect when you choose a portable document scanner.
What should you do with your old paper documents? As your portfolio of older documents continually grows, this is likely a question that has come to your mind. The reason that you are keeping your old paper documents in the first place is so that you can retain those records for the long-term, so any step that you take towards managing them should also help you preserve them.
Why go paperless? Apart from the environmental value, going paperless is an efficient way to streamline your manual paper-based processes, saving you time and money and also improving the management of business processes. To put it simply, paperless document management allows your business to complete and process more work – with fewer resources. Below are a few on the key areas of your business that can benefit from going paperless.
Every month our document scanning team converts over 5 million paper files into useful digital images. For us, document scanning doesn't mean feeding a handful of sheets through a multi-function scanner, it means high volume, high security and high accuracy conversion so you can focus on your core business activities.