Document Scanning in Raleigh, NC

Businesses use document scanning to turn papers into digital documents. Once it is in a digital format, a document is much simpler to find. If a document is needed, it is accessible with a simple keyword search. Access to every record can be restricted to particular workers. This protects every document on a workflow basis. Access should be managed to prevent employees from misusing the personal data of employees and patients. Any record has a shelf life and an EDM system can instantly erase unneeded records.

The starting step is to work on a record management plan. Codify how long to keep each type of document then decide which employees require access to each one. This needs to be published to each employee.

Second, it is time to shred all of the unwanted records. Have anyone who manages company records identify which documents should be shredded. Also, distribute shredding bins around your Raleigh organization for employees to collect their unwanted documents. Have workers organize their personal records with the official document management policy and destroy all outdated materials. There is no need to digitize documents that are not required.

The third step is to figure out what documents will be accessed going forward. If a document will never be needed again, keeping the paper document is the better option. What remains after this process is what you need to scan.

Finally, it is time for the physical act of scanning. You can purchase scanners and give the work to an employee or temp. Or you can hire a local North Carolina scanning service. If you have a small amount of material to scan, then assigning an employee should work. But as you grow, the number of documents your company generates can dwarf your capacity to do the work in-house.  A Raleigh based scanning service is recommended at this point.

Raleigh Shredding and Records Storage makes the conversion process simple. Our contractors own large scanning machines and have employees who perform this work every day. They index the documents and then shred them after the work.