Some offices still have a decidedly 20th century or even 19th century feel. You’ll see filing cabinets everywhere and desks that are filled with paper. That’s not the way things are in the 21st century. Sure, you’ll rarely see an office that’s completely paperless, but most firms rarely use hard copies of the documents they make. But what about offices that still keep a large amount of paper on the premises? What’s keeping them from modernizing their business?
In many cases, these offices may be buying into myths about document scanning. Some businesses think keeping records electronically and scanning and transferring documents can be more complicated than it actually is. Storage Quarters wants to debunk some of these myths about document scanning.
Myth: Document Scanning Isn’t Secure
According to the Website Productivity 501, the argument against scanning documents is that you’re one computer glitch away from losing that document forever. That would only be true if you don’t take the simple step of backing up your hard drive. Meanwhile, there are plenty of ways to lose a paperless document. It can be misfiled. The document can be lost or stolen or destroyed. There are a lot of extra layers of security and protection you get from scanning documents. They can be encrypted and very often you can get barcoding technology and lists of your inventory.
Myth: Scanning Your Documents is Too Expensive
It actually costs a lot of money to store mountains of records. Think about those file cabinets and how much office space costs per square foot. If you’re keeping too many documents on your premises, you’re essentially wasting space and may not be as productive as you can be. Handing your scanning over to a record management company can get your job done inexpensively and efficiently.
Myth: The Job is Too Big
If you’ve been storing documents for years, you may be concerned that scanning all of your records simply can’t be done, because there’s too much to scan. Nothing can be further from the truth if you have an experienced scanning company working for you. You might be overwhelmed if you try to have your staff scan all of your records, but if you use an outside company with experience, they’re used to scanning large amounts of documents.
Myth: Your Business Documents Require Handwritten Signatures
This is no longer true and hasn’t been for a long time. Laws like the Electronic Signatures and Records Act in New York and the Federal Uniform Electronic Transactions Act or the Electronic Signatures in Global and National Commerce Act (ESIGN) allow electronic signatures to be binding. Document scanning companies can give you the ability to allow your documents to be signed electronically.
Storage Quarters Can Be Your Scanning and Document Management Company
If your company needs to organize files and documents and needs scanning or document managing services, Storage Quarters can help. We will keep your documents secure and we’ll do everything in house. If you’re concerned about confidentiality and issues related to HIPAA, our staff is fully trained in compliance with HIPAA laws. We can also do your document shredding in a secure location. To get started contact Storage Quarters today.