Ever since computers became commonplace, many have dreamily mused about how society would one day do without paper records. Today, it's hard not to notice that we seem to generate as much if not more paper documentation than we did in the past. Even so, if you've finally decided to move your own records into digital form, you should know that the process can be made easier by contracting a premier document scanning and storage company.
There are a lot of advertisements out there for services like this, of course. As you might expect, many of them offer an array of services that can seem overwhelming to those unfamiliar with the needs of such a project. Rest assured, you can wade through those options if you focus on a few simple services you're likely to require.
The first is the ability to scan at your location or theirs. Let's face it; many companies have documents that they'd just as soon not let out of their sights. If you have confidential papers that you're loathe to ship off-site, look for a firm that will bring the scanner process to your location.
For ongoing needs, it can be helpful to find a company that conducts daily scanning. This can help to ensure that there is continuity in the scan process to ensure that you don't end up with a ton of paper documents sitting around waiting to be scanned.
Some companies allow you to order scans by the box. You simply fill the standard box and the company then scans whatever number of documents you manage to fit within its space. This can be especially helpful for large projects, since it can negate the need for counting pages. You simply pay one rate for the box.
You also want a company that offers the type of storage medium you need. This can range from transfer to DVDs, storage on various external drives, or online storing of all your digital images. While most offer many different options, some are more limited in their offerings.
Obviously, there are a host of advantages available for those who make the move from paper to digital documentation. Eliminating the need for large-scale paper storage is just the most obvious of those benefits. Electronic record warehousing also helps protect data, and makes it more accessible due to the ability you'll have to execute searches. After you evaluate those benefits, it should be apparent that the time has finally come to seriously consider storing your own paper records in an electronic format.
There are a lot of advertisements out there for services like this, of course. As you might expect, many of them offer an array of services that can seem overwhelming to those unfamiliar with the needs of such a project. Rest assured, you can wade through those options if you focus on a few simple services you're likely to require.
The first is the ability to scan at your location or theirs. Let's face it; many companies have documents that they'd just as soon not let out of their sights. If you have confidential papers that you're loathe to ship off-site, look for a firm that will bring the scanner process to your location.
For ongoing needs, it can be helpful to find a company that conducts daily scanning. This can help to ensure that there is continuity in the scan process to ensure that you don't end up with a ton of paper documents sitting around waiting to be scanned.
Some companies allow you to order scans by the box. You simply fill the standard box and the company then scans whatever number of documents you manage to fit within its space. This can be especially helpful for large projects, since it can negate the need for counting pages. You simply pay one rate for the box.
You also want a company that offers the type of storage medium you need. This can range from transfer to DVDs, storage on various external drives, or online storing of all your digital images. While most offer many different options, some are more limited in their offerings.
Obviously, there are a host of advantages available for those who make the move from paper to digital documentation. Eliminating the need for large-scale paper storage is just the most obvious of those benefits. Electronic record warehousing also helps protect data, and makes it more accessible due to the ability you'll have to execute searches. After you evaluate those benefits, it should be apparent that the time has finally come to seriously consider storing your own paper records in an electronic format.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about document management system, she recommends you check out Docufree.
