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The Document Scanning Question: To Scan or to Store?

For all the convenience technology has brought — from e-mail to digital imaging to document scanning — computers have contributed to increasing the amount of paper we use.  As a result, achieving a paperless office is easier said than done.  Most businesses struggle with how to properly manage this influx of documents and files.  As a result, the refrain “Scan or store?” has become commonplace in most organizations.

Fortunately, it doesn’t have to be an either/or proposition.  In fact, a combination of document scanning and storage may lead you to the most cost effective solution for your business.   A simple inventory of your business files can help you decide which files are integral to everyday business processes versus purely archival documents.

Think of the file cabinets your business maintains and how often they are accessed.  Some of these may rarely be opened but nonetheless contain important files you need to keep for legal, regulatory and compliance purposes. Others may contain documents that need to be shared throughout your organization on a regular basis.  Essentially, you have two categories: active and inactive files.

Active files often serve as reference points for billing, service and personnel related operations.   Scanning these records to an electronic format allows for easy access and sharing, and helps support your daily operations.

It doesn’t necessarily make economic sense to scan and convert rarely accessed inactive files.  However, cluttering costly office space with dead file storage that can be better utilized for day-to-day business also involves security risks.   In this case, secure, off-site storage is more cost effective than document scanning.

The Data Vault has been serving the Louisville community since 1984.  To find out how we can implement a custom storage and document scanning solution for your business, please contact us by phone or fill in the form on the page.

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