Document Scanning

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While the move to a truly paperless office has been decades coming, it is on its way. More and more businesses are using document scanning to convert papers into digital documents. After they are in a digital format, documents are much easier to manage. If a document is needed it is available with a simple keyword query. Access to any file can be modified to particular workers. This secures any document on a work flow basis. Usage must be controlled to prevent employees from taking the private information of employees and customers. Every record has a retention life and an EDM system will automatically erase unneeded records.

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The first step is to work on a document destruction plan. Codify how long to store each type of document then determine what employee requires access to it. This should be published to every user.

Now it is time to shred all of the unneeded documents. Have everyone who uses company records shred documents that should be retired. Also, provide shredding bins around your company to toss their unneeded documents. Ask employees to go through their personal files with the official document management policy and shred documents over its usefulness. There is no need to scan documents that are not required.

The third step is to figure out what documents are likely to be needed going forward. The economics of document scanning grow the more often the document is accessed and shared. If it is unlikely to be used again, then keeping the original document is the superior option. Everything that remains is what you should scan.

Finally it is time for the actual scanning. You can buy scanners and assign the work to an employee or temp. Or you can hire a scanning service. If you have a small amount then using an employee should work. But as you grow, the volume of this can overwhelm your equipment.

Detroit Document Shredding makes the digitizing process simple. They use high speed scanning services with people who handle this work daily. They organize the files and then destroy them after the work.