To Scan or to Store? That Is the Question.
If your office is filled with file cabinets, there’s no denying the appeal of document scanning as a solution for freeing up space. But imaging all of your paper records can be costly and unnecessary. The real question isn’t whether to go paperless or not; rather, it’s deciding which documents to store and which to scan. Here we offer several suggestions for deciding what to scan and what to store.
Archive Off-Site
It’s tempting to want to scan every paper document, but it doesn’t make economic sense to scan documents that have to be kept for retention purposes but aren’t accessed very often. As a result, any archival documents that are eventually going to be destroyed should be stored off-site rather than scanned.
An off-site records storage provider offers a cost-effective and secure solution for storing your rarely-accessed files. Your documents are transferred to a commercial records center for protection and preservation. This specialized facility is equipped with the following systems to keep your business documents safe from disaster and theft:
- Fire protection technology
- Digital surveillance
- Access control and monitoring
All items are barcoded and tracked with advanced inventory management technology so your documents can be located, retrieved and delivered to you when you need them.
Scan Only When Necessary
The right commercial records center will also offer a budget-friendly option for imaging your paper records on an as-needed basis. When you request your records, use the Scan on Demand service to convert them to electronic files for direct delivery to your computer or mobile device. It’s the perfect solution for saving on imaging costs yet still enabling any stored document to be shared with multiple people in different locations.
Image Your Active Records
Converting your most active documents to digital images is the most efficient and cost-effective way to free up file cabinet space. It also reduces administrative costs by streamlining your file retrieval and distribution processes. A document scanning service for your active records offers a turnkey solution. Here’s how document imaging works:
- Your files are professionally organized
- All binders, folders, sticky notes, paper clips and staples are removed
- High speed scanners are used to convert your hard copies to digital files
- Scan quality checks take place during the scanning process
- Indexing software is used to make your documents searchable
- Your digital files are transferred to a media storage device or integrated with your existing document management application
Use the suggestions we’ve offered here to reduce paper clutter in your office and save money on your document scanning costs.
Pacific Records Management provides records storage and document scanning services for businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties. For more information, please contact us by phone or complete the form on this page.