For many small businesses, record keeping can be complicated and costly. Business regulations and tax codes often require the storage of critical documents for a specific period of time, often years. In addition, the information included in this paperwork must be accessible in order to comply with various federal, state, and local laws. Many businesses are also required to keep hard copies of key documents, sometimes requiring difficult and costly off-site storage.
Professional Off-site and On-site Document Scanning
Unfortunately, paper documents are delicate. When disaster strikes, floods, fires, or other disasters can imperil, damage, and even destroy important paperwork. Thankfully, now you can maintain and back up all your paper documents without worrying about bulky banker’s boxes and costly storage fees. By digitizing your information, you can transform your paper archives into an easily accessible, searchable database stored in the cloud.
Albuquerque Image Products offers off-site scanning services for fast project turnarounds. Up to 25,000 images a day can be scanned by our high-speed censors, allowing you to spend more time and resources focusing on the primary processes of your business and not on secondary ones such as document storage. Our team provides comprehensive, high-quality work at aggressive pricing. In the event that the documents cannot leave your facility, we can arrange for on-site scanning services: You simply provide the space, and Albuquerque Image Products can take care of the rest.
The Benefits of Document Scanning
Scanning documents allows you to save your paperwork and documents using an index keyed to your specifications, with customized fields that allow you to compare tables and databases for accuracy. Your personalized tables can also be used to populate other fields, and key index fields can be double-keyed to ensure accuracy. This means you, and your employees, can ditch the dusty boxes and instead access your records through a secure, readily accessible document database. Even better, your scanned paperwork can be safely and affordably shared throughout your business, for improved document management and a robust bottom line. In addition, combining all of your records into one database also removes the need to transfer hard copies between different business locations, eliminating the need to send files via traditional shipping methods or maintaining off-site storage locations.
Finally, document scanning and/or forms processing can also help your organization conform to tax regulations and remain HIPAA compliant. Encryption and protected database user-rights protocols add an extra layer of sensitive security data. Software packages such as OpenText’ Alchemy enable tracking and auditing of all of the files in your system, allowing you to monitor who opened and emailed a particular file from your database. User tracking provides a great deterrent to anyone in your organization from stealing someone else’s protected health information (PHI). Additionally, digital documents are easy to protect from fire, flood, and other natural disasters.
Leave it the Experts
Unfortunately, for most businesses, record keeping can become “out of sight, out of mind.” Eventually, you need to access your stored documents. A document management company can store your paperwork using an index keyed to your specifications, with customized fields that allow you to compare tables and databases for accuracy. Your customized tables can also be used to populate other fields, and key index fields can be double-keyed to ensure accuracy. Eliminate the risk of losing essential business records to flood, fire, or other dangers by converting all of your paper records to digital, searchable PDF copies stored in the cloud.
Whether you currently use your equipment on-site or want to use an off-site scanning service, Albuquerque Image Products can help you transform your outdated document management and storage.