Scanning Documents

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Businesses use document scanning to convert papers into electronic records. Digital documents have several benefits over paper ones. If a document is required it is accessible with a simple computer query. Access to any file can be modified to particular workers for security. There is no need to maintain physical space or get a storage unit to store the documents. It is also much easier to have a backup for all the records.


The first thing is to work on with a document conversion project is the creation of a record retention policy. Articulate how long to store each type of document. Then calculate whom requires access to each one. This needs to be distributed to each worker.


Next, it is time to shred every unneeded document. Have everyone who keeps official records clean out documents that should be destroyed. Also, distribute shredding cans around your office for employees to store unwanted documents. Ask workers to organize their personal records with the official document management policy and destroy everything past its usefulness. There is no need to digitize documents that are useless.

Step three is to determine what 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 again then just keeping the original document is the better option. What remains is what you should scan.

Finally, it is time for the actual scanning. You can acquire scanners and assign the work to your employee or contractor. Or you can also look to a scanning service. If you have a small amount then assigning an employee will work. But as you increase the volume this will dwarf your equipment.


Fort Lauderdale Shredding Service makes the conversion project simple. They work with high speed scanning services and employees who perform this work everyday. They prepare the files and then shred them after the work.

Give us a call to learn more at 954-839-6545