In today’s fast-paced and digital savvy world it is very important for businesses to separate fact from fiction when it comes to the storage of information and the best ways to migrate from a paper-based operation to a digital one. When it comes to the scanning of your potentially sensitive documents you need to be aware of these myths and misconceptions so that you can make the right choices.
1. The scanning of documents is easy
While it is true that if all you have to do is scan a few pages it will only take a few minutes to complete the task, the same cannot be said for boxes of records. If you have many years of records in paper form, then the process if done manually could take many months or even years.
By using a professional document scanning service, you will be able to let them take charge of the process and have your paper records scanned through a secure and reliable method much faster than if you were to do it yourself.
2. Hiring a professional document scanning team is expensive
In fact, by hiring a team of professionals to securely scan your paper records you will be able to save money and time. By outsourcing this task you will not need to divert any of your own internal resources to this project.
3. You must scan everything
You don’t need to scan every little bit of information that you have in storage. You can simply make a decision on how far back you need the records to be digitized. This will depend on your own unique business needs. It is important to know that the choice is completely up to you. Many companies will scan in relevant or active account records while leaving historical data in storage should they ever need it.
4. Scanning documents isn’t secure
By hiring a team of professional document scanners, you can rest assured that the data that is scanned is secure. Paper-based records can be stolen or damaged by fire or water. The document scanning company will be resting their reputation on keeping your records safe, so you can guarantee that they will have a state of the are security system installed. Many companies also offer a document destruction service so that once your documents have been scanned the paper-based records are destroyed in a secured and controlled manner.
5. There will be no real change in the day to day running of your operation
After you have your paper records scanned in by a team of professionals you will notice that your workplace is a lot more efficient. There is no longer any need to go through the time-consuming process of sifting through many records. You can simply bring up the information you need on the computer or mobile device screen.
6. I’ll need special training on how to find documents
While there may be some small adjustments to the process that you currently have for data retrieval, they will all be very manageable. The systems that professional document scanning companies use is very intuitive and in no time at all, yourself and your employees will be able to get any information that they need from the records very quickly.
7. Not that the date is digital it can be easily hacked
Thanks to many safeguards and procedures in place, you can be sure that your data is safe. By using the very best technology available document scanning companies take the security of your data extremely seriously.