Inside TDV - The Data Vault Blog

Five Ways Document Imaging Can Help Your Organization

Big Data is the term applied to the rapid growth of digital data generated by today’s electronic communications. But paper hasn’t stop multiplying, and it’s perhaps more overwhelming because of the difficulty of organizing and managing it on a day-to-day basis.

Seriously, if you think about how much info is created and stored every day, it makes your head swim. Managing all that can be daunting indeed, but it’s a necessary part of doing business. Doing it the right way is important. Organizations not only need to keep files so they can reference them in the future, but many laws and regulations (we’re looking at you, HIPAA) dictate that you have to keep them for specific periods of time.

That’s where a good document imaging solution comes in. The way it works is really a fairly simple concept: All hard copy files, regardless of their original file types, are scanned and converted to electronic images. These images are then housed through a secure, online management system that can be accessed around the clock. It’s sort of a back storage room that you can access through your computer.

records management - files

There’s a better way to manage files than this one.

Here are five major benefits of a document imaging solution for your business:

Cost Savings: If you have staff members managing your documents, imaging these documents can enable them to focus on more revenue generating areas. You save storage space you are paying for, especially if you are renting space off-site. And if you don’t have to keep copying these hard files over and over, you save money in ink, paper and mileage on the office copy machine.

Automated Protection and Retention: With an online document management system, retention periods can be automatically monitored, so once a file reaches the end of its required shelf life, the information is automatically deleted.

Heightened Security: Identity theft and data breaches are things all businesses have to be wary of. With information being housed through a document management program, your information is protected through a secure, password-protected site. You decide who has access to the system and what level of access they have. That not only helps prevent potential internal breaches, but in the event of a break-in, there will be no sensitive information on hard copy to be stolen.

General Convenience: Your digital information will accessible no matter the time or day or night, and it can be reviewed in just a few clicks of your mouse. So, if you need your files in the middle of the night, you can simply log on from home rather than having to physically drive to the office to locate it. And who wants to have to put on pants and shoes in the middle of the night?

It’s Green: Digital communication plays a big role in helping to reduce the amount of paper we consume. A digital document management program will have the same effect. Think of the paper waste in your business that will be eliminated. Plus, it will help keep our landfills free of added paper waste. This in turn reduces the amount of trees used and helps the environment in a number of ways.

The best news is that document imaging is much more affordable than you might think. When you’re looking for document imaging partner that will best suit your company, find one that offers a variety of imaging options and that will agree to take on projects at a pace that is best suited for you. These kinds of options can help you meet your goals while still being budget-friendly.


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