Business today is executed digitally. Your organization is expected to do more with less. One way to accomplish this and stay in tune with business is through digital records management, and guess what? You won’t have to invest in any new technological equipment. Digital imaging creates digital files of all that paperwork floating around your office. Use these 4 easy steps and say goodbye to piles of documents that you just can’t seem to find when you need them the most.
- Decide, is digital imaging right for you? Think of all the times you were looking for that one document when a customer arrives and you can not manage to find it anywhere. Document imaging is great for those items you frequently retrieve. Or how about when you and your co-worker need to use the same document at the same time? When digitizing, you can share documents. This goes for sharing documents with people in different physical locations—you can easily share the digital version via email or fax. Digitizing paperwork will foster a better workflow, as you can simply complete custom searches, utilize different viewing features like zooming, panning, and rotating, and create flags.
- Digitize what you need. Not everything needs to go digital. If you are not going to retrieve the document or utilize it, there is no point in digitizing it. Archival paperwork is better left in its original form until it is time to destroy it. It is not time or cost effective to digitize paperwork that you will never use.
- Hand it over. Once you have an understanding of what digital imaging can do to improve your business and decided what needs to be digitized, you hand over the paperwork. We then work to scan and digitize your images and place them in a secure environment.
- Integrate. Now it is time to integrate this new system into your workplace. Install the software, create accounts for your employees, train the staff on the new system and begin using your documents digitally. Upfront, there is time and money that will need to be invested in the process but there are great benefits in the long run. In many industries, digital records are becoming the standard. Begin the steps to improve your workflow today.
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