Access Branch Los Angeles Area, CA - Scanning Services
When considering a digital imaging plan, there are several issues that should be first be taken into account. Digital imaging can be a valuable solution, but there are circumstances when imaging may not be the best option. To avoid later frustration, it is wise to plan your imaging project carefully from the beginning.
What are some benefits to going digital?
Faster access to records.
Your employees will not have to physically locate the document. They will have access to the information from their computer.
Multiple people have access to the same information
When more than one person needs information, they will have access to it without either having to make a duplicate copy of the information or waiting on someone to finish with what they need.
The information is available to multiple locations
Employees in different buildings will have access to the same information. No need for runners to go back and forth between locations.
Reduction in misfiled or misplaced paperwork
With an organized indexing system, your information can be easier to locate electronically. Imaged documents do not rely on being filed back in the proper place.
Reduction in the physical space required to store records
Imaging reduces the amount of papers to be stored either in your company’s offices or off-site in records storage.
What are some things that should be considered before an imaging project?
Expense
Imaging records is expensive. Labor hours and the costs to buy and maintain scanning equipment can add up quickly.
Labor productivity
It takes time to prepare documents for scanning. Unless you hire someone specifically to do this preparation, your employees will have less time for their everyday responsibilities.
Establishing an indexing system that is user friendly
Without a well-organized and streamlined indexing system, your employees may have difficulty locating the information they need once it is scanned. For the best results, your indexing system should be planned on the front end of your imaging project with most user friendly system possible.
Is it best to store my documents or scan them?
Both. It is not cost-effective to scan all of your documents.
Records that are past their retention period should be securely destroyed. It is drastically more expensive to scan a document than to store it off-site. Records that are not frequently accessed should not be scanned. The combination of storage and imaging is often a sensible solution.
If you are interested in inquiring about digital solutions, our staff will consult with you to help create a customized plan according to your company’s needs. We will help you decide which records should be scanned and the most cost-effective way to do so.