Converting your business' records to digital files is a must. It will streamline your operations, save you money on paper and protect your company's data. That being said, you don't want your business documents to get mixed up in the scanning process right when you need them the most. So which of your business records should you scan first? To help you make the right choices during your business record conversion process, we are providing you with a universal guide for deciding the order in which your business records should be scanned.
1. All confidential business records
A key reason that you are converting your business documents to digital files is to protect them from theft. To this end, you need to place your company's most confidential documents behind a wall of digital protection as soon as possible. Getting these documents converted should be your number one priority when you start the document scanning process.
2. Business records that get used the most often
Your operational efficiency should be second only to your company's security in the business record scanning process. The best way to increase the efficiency of your day-to-day operations through this process is to prioritize the scanning of your oft-used business documents. As such, these should be your number two priority.
Because they get used so often, the business documents that fall into this category must be scanned using a specific approach (if you tried to scan a high volume of these documents all at once, then you may lose access to critical records right when you need them). Scan these documents in manageable waves to ensure that you will be able to readily access them. Also, be sure to use a high-volume document scanner specifically for the conversion of your currently used documents.
*Note: because you will continue to produce oft-used documents, you should start phasing out the use of physical copies as the original versions.
3. Business records that are used occasionally
Any documents that undergo occasional use at your business should be scanned right after you are finished with the conversion of the records that undergo heavy use. When you are finished converting these and they have been integrated into your document management system, your daily operations will be fully streamlined.
4. Archived business records
Like most businesses, you have a horde of records that have been collecting dust in some tucked away archive. While it is necessary for you to retain these documents, this doesn't mean that they have to be put at risk of destruction as paper or microfilm documents, or cost you money by taking up valuable space. However, because they aren't likely to affect your business now or in the near future beyond their mere existence, you should put these documents on the bottom of your business record scanning list.
You can further streamline the document scanning process by having a professional conversion completed
In addition to prioritizing which documents you scan first, you should also consider enlisting the aid of a professional document conversion service to get the job done for you. This is for the following reasons:
- They know how to organize documents for faster scanning
- They keep documents secure while they are being scanned
- They can integrate documents right into document management software
- They can index documents while they are being scanned
Which business records should you scan first?
Although switching from physical documents to digital ones is a big change, the document scanning process should not significantly interfere with your business' operations. Properly prioritizing the process and using the right resources will streamline the entire process.
