Little Rock Document Scanning
Little Rock, AR businesses use document scanning to convert paper records into digital documents. Once it is in a digital format, a document becomes a lot easier to manage. If a document is required it is available with a basic keyword search. Access to every document can be restricted to particular workers.
This secures any document on a need to know basis. Usage should be managed to prevent employees from taking the private data of employees, customers, vendors, or patients. Each record has a lifespan and an electronic document management system will instantly erase outdated records.
Create a Document Scanning Procedure
The beginning thing is to work on a record management plan. Articulate how long to keep each type of document. Then calculate who requires access to them. This should be distributed to every worker.
Second, it is time to clean out all of the unwanted records. Have anyone who maintains company records decide which documents should be shredded. Provide shredding containers around your organization. Have employees go through their files with the company document management policy, and destroy everything over its requirements. There is no need to scan documents that are obsolete.
Step three is to figure out which documents are likely to be accessed in the future. The economics of document scanning increase with the number of times the document is accessed and shared. If it will never be used in the future, then just keeping the paper document is the superior option. What’s left is what you need to scan.
Finally, it is time for the actual scanning. You can acquire equipment and give the work to your employee or contractor. Or you can hire a scanning service. If you have a small amount, then assigning an employee should work. But, as you grow, the number of documents to scan can dwarf your in-house capabilities.
Little Rock Paper Shredding makes the conversion process simple. Our contractors use large scanning equipment and have people who handle this work every day. They index the documents and then destroy them following the work.
Get Free Quotes on Document Scanning Services in Little Rock, AR
A paperless office can be organized, efficient and secure. Little Rock Paper Shredding can help you get there. Give us a call at (501) 859-0110 or fill out the form on the left to get free quotes.