Document scanning allows businesses to be more efficient while simultaneously freeing up space. Finding data and documents becomes easier than ever before, allowing workers to be more productive and keep information more secure.
But problems can start developing when you have thousands of documents to manage. It can become trickier to manage documents once you’ve accumulated enough of them, even with the help of document scanning software. You want to avoid making costly mistakes that could otherwise expose your documents or waste resources. Here are some of the document scanning mistakes that people might make.
Not Keeping Your Labeling System in Mind
Finding documents swiftly allows workers to save time so that they can focus on other tasks. But without a proper labeling system, stakeholders may not be able to find information as easily. This can result in worse relationships with customers or even lead to legal trouble. Companies that can’t find vital information in the event of a lawsuit could be subject to more litigation and expenses.
By keeping documents organized with a good labeling system, finding important information becomes much easier. This saves you time and keeps you out of trouble.
Keeping Records On-Site
While it may sound smart to keep documents in the same place where you conduct business, it’s actually not recommended. Your business would have to be prepared to handle many different security protocols. If it’s not, you’ll run into problems before long.
If your business is getting records scanned and digitized, it can save space and keep your original documents safer if you have a storage partner for your paper documents off-site.
Running Scanning Processes In-House
It can be more economically beneficial if you work with a document scanning firm rather than attempt to scan all of your documents in-house. If you attempt document scanning in-house, you’ll need to get all of the scanning equipment for the job, which can be pricey. Plus, you’ll be required to maintain all of this equipment. What’s more, is that you have to hire and train workers to use all of this gear. This takes time away from them that could be used on other tasks. Lastly, when document scanning and storing are done in the same place, you have to pay for the real estate, which could otherwise be used in a more effective manner.
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.