Birmingham Scanning Services
Birmingham companies use document scanning to convert paper records into digital documents. Once they are in a digital format, a document is much easier to manage. If a document is required it is accessible with a simple keyword search and not a trip to the file room. Access to each record can be restricted to individual employees.
Create a Document Scanning Procedure
The first step is to work on a record retention plan. Figure out how long to store each type of document. Then determine what employee needs access to them. This should be distributed to each user.
Now it is time to destroy all of the unwanted records. Have anyone who uses official records destroy documents that should be destroyed. Also, provide shredding bins around your office. Ask employees to go through their personal files using the official document management policy and destroy any document past its usefulness. There is no need to scan documents that are useless.
Step three is to determine what documents will be accessed going forward. The costs of document scanning grow the more often the document is accessed and shared. If it is unlikely to be used going forward then just keeping the paper document is the superior option. Everything left is what you need to scan. Now it is time for the actual scanning. You can acquire scanners and assign the work to an employee. Or you can also hire a scanning service. If you have a box or two then assigning an employee should work. But as you grow the number of documents to scan will dwarf your equipment.
Birmingham Shredding Services makes the digitizing process easy. We work with the best scanning service providers staffed with people who handle this work daily. They will organize the files and then shred them after the work.
Scan Your Documents in Birmingham
A paperless office can be organized, efficient and secure. Birmingham Shredding Services can help you get there. Give us a call at (205) 623-5590 or fill out the form on the left to get free quotes.