Document Scanning in Miami
Businesses use document scanning to convert records into electronic documents. Once it is in a digital format, documents are a lot simpler to find. If a document is required it is available with a simple computer search. Access to every document can be modified to singular employees. This keeps any document on a workflow basis. Usage should be controlled to eliminate workers from misusing the personal data of employees and patients. Every record has a lifespan and an electronic document management system will instantly destroy unneeded records.
The first step is to work on a document destruction policy. Figure out how long to store each type of document. Then calculate what employee requires access to each one. This should be published to every user.
Second, it is time to shred all of the unneeded records. Have anyone who keeps company records shred documents that need to be retired. Also, distribute shredding containers around your Miami office to collect the unneeded documents.
Ask workers to go through their personal files using the company document management policy and shred any documents past their requirements. There is no need to digitize documents that are not required.
Step three is to figure out what documents are likely to be needed in the future. If it will never be used going forward, then just storing the original document is the better option. Everything that remains is what you need to scan.
Finally, it is time for the physical act of scanning. You can acquire equipment and give the work to your employee or temp. Or you can find a professional Miami scanning service. If you have a box or two then using an employee will work. But as you grow, the volume can overwhelm your equipment. In this scenario, a scanning service is recommended.
Miami Shredding Service makes the conversion project simple. Our contractors have large scanning machines and employees who handle this work daily. They prepare the files and then shred them after the work.