In most cases, when Worcester businesses make the decision to go digital, they hire a professional document scanning service. Digital documents are easier to access and help optimize document flow through your business.
A paperless office is usually ideal for any Massachusetts business—but 95% of them still have their documents and company information laying on desks or stored in filing cabinets.
Is A Paperless Office Right for Your Worcester Business?
It's possible you'll come across some issues if you decide to make the transition to the paperless office for your Worcester business—but this checklist will help you avoid some of the pitfalls associated with the conversion:
- Is hiring a document scanning service a cost effective solution for you? This usually depends on how many documents you want to convert.
- Are you going to save a significant amount of money spent on paper, postage, ink and other supplies each month?
- Will file organization be easier by going paperless and making use of an ongoing scanning service?
- Will confidential files and documents containing personal or critical business information be more secure through document scanning and electronic storage?
- Will record scanning save you considerable storage space in your office?
- How do you back up your business files now—what happens when the system crashes?
- Will your new system be easy to use, and will your employees find it easier to use digitized documents?
If you have questions, or want more information, give us a call at (508) 425-4054 or fill out the form to the right to request a free quote.
Federal Laws that Encourage Electronic Document Storage
- In 1996, the Health Insurance Portability and Accountability Act (HIPAA) was passed which compels companies to store information electronically, and it addresses the security and privacy of health data.
- In 2002, the Sarbanes-Oxley Act was passed which requires businesses to properly maintain financial records which includes being able to retrieve them when required. This is significantly easier when the documents are stored electronically.
- In 2003, Congress passed the Fair and Accurate Credit Reporting Act (FACTA) which also requires business to properly safeguard and store personal information of employees and customers and properly destroy them.
There are many offices which still operate under a flood of paper documents. Employees maintain a personal archive, each office maintains another archive, and then there is also an official company archive. The storage required for paper documents grows at a rate of 20-25% every year. In order to help meet their storage needs, many companies look to offsite document storage solutions to store their company documents. This solves the storage problem but can be very costly depending on the size of the business.
Ready to Make the Change to a Paperless Office?Worcester Scanning Can Help
Worcester Scanning can handle all of the indexing, scanning, and post production work required to transition your office into a digital, paperless environment. Get free quotes from a professional document scanning service right in Worcester on converting text via optical character recognition (OCR) software so you can edit the documents or redact private information to protect your customers.
Get free, no obligation quotes on converting your documents and records to digital format, let us know. Fill out the form to the left, or give us a call at (508) 425-4054.