How To Digitize Business Documents: Your Guide to Back Scanning Solutions
Are file cabinets overcrowding your office? Or are you still paying for off-site storage? Bulk scanning your documents can reclaim office space, reduce costs, and streamline access to information. Here’s what you should consider before you get started.
The True Cost of Physical Paper Storage
While digitalizing all your paper files may seem like an overwhelming task, a paper storage system will only get more overwhelming over time.
Space and Expense
File cabinets take up valuable office space that could be used more effectively. Off-site storage may seem like a convenient option, but costs add up quickly—especially if you need to retrieve documents frequently.
Time Spent Searching for Documents
According to one study, the average employee spends nearly 20 percent of their work week looking for internal information. That’s time that could be better spent on core business tasks.
Risk of Damage or Loss
Documents stored on paper are vulnerable to natural disasters, misplacement, and physical deterioration over time. Digitizing files helps preserve them and reduces the risk of loss.
Environmental Impact
Reducing paper usage has a positive environmental effect. By digitizing your documents, you can decrease the need for physical storage, reduce paper waste, and lower your carbon footprint.
Industries That Benefit Most From Back Scanning Solutions
While nearly any business can benefit from digital document storage, certain industries stand out due to their heavy reliance on accurate, accessible records.
Law Firms
Law firms manage thousands of legal documents, from client case files to contracts and legal briefs. Digitizing these files improves access to critical case information and ensures files are secure, easily searchable, and backed up to prevent loss.
Healthcare Facilities
Medical practices and clinics are required by law to store patient records securely while also ensuring they’re easily accessible for patient care. Digitizing files can streamline patient record management, ensure HIPAA compliance, and create a more efficient workflow for doctors, nurses, and administrative staff.
Financial Services
Banks, insurance companies, and accounting firms handle sensitive financial data and must comply with stringent data security regulations. Digitized files allow these businesses to manage client information securely, ensuring regulatory compliance and data availability for audits, client service, or reporting purposes.
Indexing Options: Organize Your Files for Quick Access
One major benefit of digitizing files is easy access. When we scan your files, we label and organize them, a process called indexing. Proper indexing is key to a successful back scanning project, as it allows you to retrieve digital documents quickly.
Common Indexing Methods:
- Alphabetical by Client or Project Name: Ideal for businesses that manage client-based projects, like law firms or consulting agencies.
- Date-Based Indexing: Useful for industries where document timelines are critical, such as healthcare or financial services.
- Document Type Categorization: Grouping files by type (e.g., contracts, invoices, medical records) for easy categorization and search.
- Custom Metadata Tags: Assigning custom fields to documents, such as project phase, priority level, or geographic location, allows highly specific and versatile searches.
For every back scanning project, we consult with the client to determine the most effective indexing structure, ensuring that all digital files can be accessed easily in the future.
Professional Back Scanning vs. DIY: What You Need To Know
Some organizations attempt to handle back scanning in-house by purchasing high-speed scanners or using a digital copier feeder. While this may seem straightforward, it comes with hidden costs and complications.
Challenges with DIY scanning:
- Inconsistent Quality: DIY scanning can often result in inconsistent quality, with files that are scanned in low resolution or incompletely digitized.
- Improper Indexing: Properly indexing documents is essential for easy retrieval. Without experienced staff, the process can be chaotic and lead to issues later.
- Additional Labor Costs: DIY back scanning often requires hiring temporary staff or interns to manage the scanning process, which can lead to higher labor costs and errors.
- Slower Completion Time: Professional scanning companies have optimized processes, so projects are completed more efficiently than with in-house methods.
Why Choose NBM’s Professional Back Scanning Services?
Cost and convenience
NBM provides off-site scanning at our partner facility in Connecticut. This approach is cost-effective and efficient, allowing our trained professionals to handle large volumes of documents quickly and accurately. We can also securely shred all your files after scanning if you wish.
Data security
Security and compliance are paramount in document scanning. Our facility meets the stringent security requirements of HIPAA and Sarbanes-Oxley:
- HIPAA Compliance: For healthcare providers and any business handling patient data, HIPAA compliance ensures that all patient information is securely managed, with strict access controls and data protection measures in place.
- Sarbanes-Oxley Compliance: This regulation is essential for businesses in financial services, accounting, and publicly traded companies. It requires that records be maintained securely, reducing legal risks and safeguarding client information.
Longevity
After back scanning, NBM offers a range of document management solutions to store and manage your digital files. Choose from cloud-based systems for remote accessibility or on-premise solutions for added control. With these systems in place, your team can continue adding new digital files, eliminating the need for further physical storage.
Take the Next Step: Explore Back Scanning With NBM
By digitizing your paper archive, you can reclaim your office space, cut down on storage costs, and enhance document security. At NBM, we make the process simple, secure, and cost-effective.