As technology rapidly continues to improve, going paperless is becoming more and more common – and in a few cases like healthcare, it’s standard. From saving money both in the long and short-term, to increasing workplace productivity and security from the get-go, there are a plethora of reasons document scanning makes sense. Here are seven of the best reasons to consider document scanning.
Prepares You For a Digital Future
Scanning records from older formats and implementing digital records management increases speed and accessibility. Other than efficiency, laws like HITECH and HIPPA for healthcare now require the meaningful use of health information technology. In other words, document management might be necessary depending on the field or industry you work in.
Boosts Your Security
Scanning records and storing in a digital management system gives you extra security in many different ways:
- Firewalls and Antivirus for external problems.
- Access Controls of internal security.
Simplifies Compliance With Any Disclosure Laws
Some laws require records to be readily available and quick to produce just in case of an audit. By document scanning and converting to a document management software, files are then indexed and can be easily tracked down with the assistance of keyword search functions.
Simple Backup and Disaster Recovery
Compared to paper files, making a digital backup copy of a record inventory is by far easier and faster. Documents that are scanned can be backed up onto remote servers, and if all the original copies were destroyed somehow, the backup copies could swiftly be retrieved and restored.
Streamline All Collaboration
Using a digital software solution and system to manage any of your records centralizes information and makes it simple for teams to collaborate together on the same document. For example, digital files can be accessed and edited all at the same time and can be accessed anywhere with an internet connection.
Makes Distribution More Easy
Before document scanning and digital records existed, the time involved with paper correspondence was awful. By using email and digital document management and scanning, the time required to send and receive information is reduced dramatically – benefitting not just you, but any consumers too.
Improve Record Management Time & Efficiency
A single employee could spend anywhere from 10 to 15 minutes a day looking for and refiling any records. But over an entire year, the cost of that time adds up. With digital records, they can easily be retrieved with a keyword search, and don’t require refiling once you’re done.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.