securing & protecting your records
Fires, hurricanes, and other natural disasters have destroyed company storage facilities more often than anyone would like to think about. For example, the recent fire in Brooklyn destroyed a potential 1.1 million cubic feet of records, including the records of financial institutions, healthcare facilities, legal and accounting firms, and small and large businesses alike. Luckily, converting from paper to digital documents will protect your records more efficiently and much more safely than keeping paper records that can be easily lost or destroyed.
why you should consider document conversion
When you think about the pros and cons, digitizing at least your most vital records is the safest option. Digital records are easier to keep track of, secure, and protect than physical boxes and file folders. On top of that, the cost of recreating destroyed documents and the consequences of the inability to recreate or reproduce records, especially original medical records, blueprints, legal cases, or financial documents is phenomenal. And once your paper records have been converted to digital documents, you won't have to pay for records management services or offsite storage costs, and you won't have to worry about finding a record you need that's been buried in pounds of boxes or file folders. Digital documents can be preserved on an a hard drive, internal network, or cloud-based storage, all of which allow constant and instant access to authorized users. In addition, the images of scanned documents are often of a higher quality than the original.
You don't need to scan and digitize every single one of your documents. Many companies use a mix of paper and digital records. For instance, you could digitize frequently-accessed items, records on a strict retention schedule, records that need to follow HIPAA and/or CJIS compliance, etc. If you're unsure where to start or what documents you want to digitize, a dedicated team of CJIS and HIPAA compliant document scanners can help. They can help you decide which records to convert, and can convert everything on-site within a timeline of your specifications and without interrupting your business processes. For more information about document scanning services, read about our most frequently-asked questions.
contact us about Converting from Paper to Digital Documents
Southwest Solutions Group® provides digital conversion and document scanning services too all types of businesses. We will even scan, index, and upload a box of your records for free so you can try our services before you commit to buying. For more information or to speak with a document scanning specialist, call us at 1-800-803-1083 or send us a message today.