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How to Prepare For Document Conversion

document conversion micro records

Ensure your company has a smooth document conversion with these tips.

Ensure your company has a smooth document conversion with these tips. The most important thing you can do to improve the process is to know what you want to do with your documents ahead of time. An inventory will expedite our conversion and assure you that we know where your business needs every piece of information. 

Take Stock

It is vital to your document storage conversion to know what you are converting. An inventory list is essential to completing your document conversion in an organized and timely manner. With an inventory, we will be able to double and triple-check that your vital information is where it needs to be. 

Organization is Key

Any good inventory is organized and up to date. A significant first step is to categorize your documents by type. Businesses have a myriad of document types from contracts, bills, and general information. Your organization system can replicate the filing system you already have. Things like tagging priority clients for files are something Micro Records can help you do with your document storage system. During the document conversion, keep cases clear and separate. Before your document conversion starts, you should decide what information goes where and consider whether you intend to dispose of the paper documents once they are scanned. Micro Records regularly shred and adequately disposes of confidential information for healthcare facilities and other businesses that rely on confidentiality.   

Formatting Your Documents

At Micro Records, we have several different types of document storage. It is imperative to decide if you want a single format or different formats for your document conversion before the process begins. We have microfilm technology, USB drives, portable hard drives, and DVD/CD-ROMs if you are interested in portable document storage. Microfiche is a great option if you are looking for physical storage with a way to caption with information. Our cloud-based document storage is also available. With the COVID Pandemic, many business have transitioned to fully online or hybrid models of business. Moving your documents onto a cloud-based document storage system enables your business to transfer to any model that fits the future of your business. 

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.

 

This entry was posted on Friday, August 27th, 2021 at 5:58 pm. Both comments and pings are currently closed.