Palm Beach Document Scanning

Companies use document scanning to convert papers into electronic documents. After it is in an electronic format, documents are much easier to manage. If a document is needed it is accessible with a simple keyword query. Access to any record can be modified to particular workers which secures a document on a need to know basis. Usage must be managed to prevent employees from misusing the personal data of fellow employees, customers, and patients. Any record has a lifespan and an electronic document management system will automatically erase outdated records.

The beginning step is to work on a record management plan. Codify how long to retain each type of document then decide which employee needs access to each record. The plan should be published to every worker.

Now it is time to destroy every unwanted document. Have anyone who uses official records shred documents that must be destroyed. Also, provide shredding bins around your Florida organization to collect the unwanted documents. Ask employees to organize their personal records using the official document management policy and destroy everything past its usefulness. There is no need to digitize documents that are not required.

Step three is to figure out what documents are likely to be accessed going forward. If a document will never be used in the future, then storing the paper document is the better option. What remains after this process is what you should scan.

Next, it is time for the actual scanning. You can buy equipment and give the work to your employee or temp. Or you can find a Palm Beach scanning service. If you have a box or two then using an employee should work. But as you increase the number of documents, the volume will dwarf your capacity. A scanning service is recommended at this point.

Palm Beach Shredding makes the conversion process simple. Our contractors own large scanning equipment and have employees who handle this type of work daily. They index the documents and then destroy them after the work is done to ensure the safety of your documents.