The Charlotte Paperless Office
A paperless office is often ideal for any business—but many still have their documents and company information scattered across desks or stored away in crowded filing cabinets. Although documents are easy to access, over time these papers begin to pile up, more filing cabinets are added, and one day you are suddenly using a single office just for file storage.
Generally speaking, when businesses make the decision to “go digital”, they hire a professional document scanning service in order to convert paper documents to digital formats. With these scanned documents, businesses can eliminate the chance of older document versions being wrongly edited or distributed, streamline the flow of documents, and help to make their files more accessible to employees.
If you are interested in learning more about the available services offered by Charlotte Document Scanning, just give us a call at (704) 837-7175, or fill out the form to your left to get your document scanning and paperless storage quotes today!
Is the Paperless Office the Right Fit for Your Charlotte Business? Consider These Questions First
There’s a chance you’ll come across some issues if you decide to make the transition to the paperless office for your business—but using this handy checklist from Charlotte Document Scanning you can avoid some of the pitfalls associated with the paperless conversion:
- Are you going to save a significant amount of money spent on paper, postage, ink and other supplies each month?
- Will file organization be easier by going paperless and making use of an ongoing scanning service?
- Will it be easier to access documents through an electronic management system than through the system you’re using now?
- How do you back up your business files now—what happens when the system crashes?
- Will record scanning save you considerable storage space in your office?
- How much time to do you spend shuffling through stacks of paper? Will electronic documents eliminate some or all of that?
- Will confidential files and documents containing personal or critical business information be more secure through document scanning and electronic storage?
- Will your new system be easy to use, and will your employees find it easier to use digitized documents?
If you can answer all these questions with confidence, then you’re ready to go paperless! If you have questions or want more information, just give Charlotte Document Scanning a call at (704) 837-7175, or fill out the form to the left to request your free document scanning quotes.
Federal Laws Encouraging the Use of Electronic Document Storage
- In 1996, the Health Insurance Portability and Accountability Act (HIPAA) was passed, which addresses the security and privacy of health data. The standards are meant to improve the efficiency and effectiveness of the nation’s health care system by encouraging the widespread use of electronic data in the US health care system.
- In 2002, the federal government introduced the Sarbanes-Oxley Act, which requires businesses to properly maintain financial records. That includes being able to retrieve them when required. This is significantly easier when the documents are stored electronically.
- In 2003, Congress passed the Fair and Accurate Credit Reporting Act (FACTA), which also requires a business to properly safeguard and store personal information of employees and customers and properly destroy them. Obviously, if documents are systematically converted to a digital format, it is easier to store, retrieve, and ultimately destroy this sensitive information.
Many offices still grapple with countless paper documents. Employees often keep a personal file archive, each office or department maintains another archive, and then there is also an official company archive. Since the amount of storage required for these paper records grows at a rate of 20-25% every year, many companies are now looking to document scanning and paperless storage from Charlotte Document Scanning to help meet their storage needs.
Consider this—a single 80-gigabyte hard drive can hold 2.7 million documents and costs only $120. In order to store 2.7 million paper documents would require 68 four-drawer file cabinets, and the cost of one cabinet itself is more than $120. With all this to keep in mind, it is no wonder that a growing number of companies are making the decision to go paperless, and with the help of Charlotte Document Scanning your business can do it too!
Get Free Quotes on Document Scanning Services in Mecklenburg County
Let a professional, secure document scanning service located near you make your project easy to manage and stress-free. Charlotte Scanning & Imaging can quickly perform the indexing, scanning, and post-production work to get your office into digital format.
We can even help you convert text via optical character recognition (OCR) software so you can edit the documents or redact private information to protect your customers.
Get free, no-obligation quotes on converting your documents and records to digital format, let our experts know! Fill out the form to the left, or give us a call at (704) 837-7175.