Document Scanning in Tucson

Organizations use document scanning to digitize files into electronic records. After it is in an electronic format, a document is a lot simpler to find. If a document is needed it is available with a simple computer query.

Access to each document can be restricted to individual employees. This secures each document on a work flow basis. Access should be controlled to prevent employees from selling confidential data from employees, vendors, contractors, or patients. Any record has a lifespan and a DMS software package can automatically destroy unneeded records.

The first thing is to work on a document management policy. Determine how long to keep each type of document. Then, determine which employee needs access to which document. This needs to be published to each user.

Next, it is time to clean out all of the unwanted documents. Have everyone who keeps official records eliminate documents that should be destroyed. Also, distribute shredding containers around your organization. Ask employees to go through their files, using the official document management policy, and destroy documents past their usefulness. There is no need to digitize documents that are not required.

Step three is to determine what documents will be needed going forward. The economies of document scanning increase with the number of times the document is used and shared. If it will never be used again then just storing the original document is the superior option. What remains is what you need to scan.

Finally, it is time for the physical act of scanning. You can buy equipment and assign the work to an employee or contractor. You can also find a scanning service. If you have a box or two, then using an employee should work. But, as you grow, the number of documents to scan can overwhelm your capacity to do the work yourself.

Tucson Shredding Service makes the conversion process easy by partnering with local companies with high-speed scanning equipment and people who perform this work daily. They can index the files and then shred them after the work.