Document Scanning in Laurel, MD
Organizations across Maryland use document scanning to convert their documents into digital records. Once in a digital format, documents are easy to find, manage and share. In a digital system, locating a document is fast—a simple computer query will bring it right up. If your Laurel organization has limited access, digital record keeping systems can restrict access to singular workers or groups of people.
These functions protect every document by keeping them on a need-to-know basis. Additionally, all records have a retention date, and an electronic document management system will instantly erase outdated records.
To make the switch to a paperless office, you will first want to draft a document management policy. Figure out how long you need to retain each type of document and determine which employees need access to them. Distribute your plan and the guidelines throughout your office.
Create a Document Scanning Procedure in Laurel
Second, you’ll want to clean out every unwanted record. Have anyone who uses official records eliminate documents that should be destroyed. Also, distribute shredding bins around your office space. Have workers organize their personal records according to the official document management policy and destroy any documents that no longer need to be kept. There is no need to scan documents that are no longer useful.
Step three is to determine what documents will be needed going forward. The economic benefit of document scanning increases with the number of times the document is accessed and shared. If it is unlikely to be referenced going forward, then keeping the original hard copy of the document is the best option. Everything that remains is what you need to scan.
Finally, it is time for the actual scanning. You can buy equipment and give the work to an employee or contractor. Or you can look to a scanning service. If you have a small number of papers then using an employee should work. But as you increase the number of documents, your capabilities will be dwarfed.
Laurel Paper Shredding Service makes your document digitizing project easy. Using the best document scanning services ensures you get the expertise you need to manage the project. They will help with document preparation, scanning, and then indexing the digital documents.
Get Free Quotes on Document Scanning Services in Laurel and the Surrounding Metro Areas Today!
Making the transition to a paperless office is a step in the right direction. Laurel Paper Shredding Service’s local contractors will get all of your documents scanned while you continue to focus on your everyday business functions. Call us at (240) 560-5105 or fill out the form on the left for free quotes on your scanning project.