Document Scanning in St Petersburg

Organizations across Florida use document scanning to convert files into electronic records. Once in a digital format, documents are much easier to sort through and manage. Whenever you need a document, you simply type in a keyword query and your file pops right up. Electronic file management systems allow each document to be accessed by individual workers or select groups.

This secures every document on a need to know basis. Access must be managed to prevent employees from abusing the private data of customers and patients. Additionally, each record has a retention life, and an EDM software package will automatically erase outdated records.

The Conversion Process in St Petersburg

If you plan on switching over to a paperless format, you need to outline your moves. The first thing you’ll want to do is create a document retention policy. Decide how long to keep each type of document and determine which employees will require access to them. This should be distributed to each employee.

Second, you will want to shred your unneeded documents. Have anyone who uses company records destroy documents that should be destroyed. Also, distribute shredding cans around your St Petersburg office to gather unwanted documents.

Ask employees to organize their personal records using the company document management policy and destroy everything over its usefulness. There is no need to scan documents that will be of no use.

Next, you must figure out what documents are likely to be accessed going forward. The benefits of document scanning increase with the number of times the document is used and shared. If it is unlikely to be used going forward then just storing the original paper document is the superior option. What remains is what you need to scan.

To complete your scanning, you can buy equipment and assign the work to an employee or contractor. Or you can look to a local Florida scanning service. If you only have a box or two filled with papers, then assigning an employee will work. But as the number of documents increases, the sheer volume will soon overwhelm your equipment.

St Petersburg Document Shredding makes the digitizing conversion process easy. Our contractors have large scanning machines and professionals who perform this work every day. They organize the files and destroy the physical copies once they are digitized.