You’ve had enough! You keep losing papers and your cabinets are bursting at the seams.Many offices want to go paperless. Since offices across North America rely heavily on BYOD policies, cloud computing and email, the boxes and cabinets of documents become a reliability.
Indeed, one of the biggest hurdles to transforming your office into a paperless oasis is what you do with the current load of paper, pages and documents. For years, you have accumulated tons and tons of paper; everything from credit card receipts to employment contracts.Thankfully, there are plenty of document scanning services that can ease the frustration, the tedious and the overwhelming nature of trying to go paperless. Your office can do it.
Here are five document scanning techniques to make your office paperless:
1. Save the Files in a .PDF Format
It is tempting to save our files in .DOCX, but it is always better to save in a .PDF format because it is universal and everyone can use it. Moreover, if another party is unable to open up a .PDF file or modify the document then they can always use a .PDF file converter.
2. Establish Electronic File Names
Because you are likely just beginning your electronic system, you should have new folders already established. The next step is to save all of your electronic file names – this is something that only you, management or the IT department can decide.
Every electronic file name should be short and straight to the point, easy to disseminate. This will prevent complications and mixups in the future.
3. Go Through All Your Documents – One by One
Head over to your storage room, your cabinets and drawers, grab the papers and let’s roll. When you begin, you need to have two piles: one pile to scan the documents and another pile for documents that will be thrown into the recycling bin. Once you have finished one pile, you should start by scanning your documents so you do not become overwhelmed and lose track.
Here is another piece of advice: you should shred the files that you’re getting rid of. By doing this, you prevent any data breaches or identity thefts – we all know dumpster divers exist.
4. Maintain a Backup of Your Scans
As a precaution for paperless offices, you need to maintain a backup of your scans. This is imperative because you can’t lose these scans, especially since you eliminated the physical documents. Don’t worry, though, because the documents can be saved by an extra hard drive with one, two or three terabytes.
If you are going paperless then this is a crucial investment to make – backup your files everyday.
5. Desktop Scanners vs. Smartphone Scanning Apps
This may be the tricky part: do you utilize a desktop scanner or do you use a smartphone scanning application? Both will suffice, and it really depends on what your office requires.For security purposes, it would be wise to take advantage of a desktop scanner. However, if you provide secure, updated and top-notch mobile devices for your personnel then you could also employ the services of a smartphone scanning app.Like the electronic file names, the device you use for scanning can depend on your business. Some offices have highly sensitive files, while other offices have documents that are benign.
Paperless offices aren’t just going green, they’re also becoming more efficient and trying to achieve a reduction in administrative costs. Indeed, going paperless is a great first step for any business in today’s hyper connected, fast-paced and modern economy.As previously mentioned, the biggest hurdle to overcome is trying to transfer thousands of documents to the computer. This requires a lot of manpower, resources and energy to accomplish. With the right system in place and a well executed plan, you can do it.