End the Year by Choosing to Go Digital with Your Records

For Immediate Release   -   July 15, 2010

As summer soon fades into fall, for businesses, this means it’s a good time to take a look at the first half of 2010 to adjust goals, seek out new opportunities and look for ways to cut costs.  Did you know the solution to cutting costs could be as close as the piece of paper in your hand?

Take a minute to think about this.  How much time do you spend each day searching, retrieving and recreating lost or misplaced documents?  It’s safe to say that no matter what industry you’re in, or how organized your office may be, countless hours and resources are wasted and these expenses can impact an entire organization.   There is a solution to this madness. The answer is to begin a document imaging program in your business.

The way document imaging works is that all hard copy files, regardless the original file type, are imaged and converted to electronic images.  These images then get housed in a web-based, secure, content management system, or what many consider a virtual file room.  So, with just a click of a mouse, you can access all your information, even files that had been in a back storage room for years.  Not only are all your files stored online, but the system manages retention periods as well, so when a file has reached its full retention period, it will be removed from the system. 

The list of advantages of going digital with your records is extensive. Misfiling of documents and document loss is eliminated.  The virtual file room reduces your reliance on paper and reduces storage costs.  Documents can be easily shared within your organization and you’ll have access to information 24 hours a day, 365 days a year.  Document imaging can allow for added security measures and retention periods are monitored so your business will be compliant with state and federal regulations.  By going digital, personnel can spend their work days on more important, revenue-generating tasks rather than trying to get a handle on files. 

All too often, business owners assume document imaging will be costly or extremely time-consuming, but with today’s technology, this is not the case.  Do a little research by speaking with a local firm that offers a variety of imaging options.  As you can see from the options that follow, there are document imaging solutions that can meet just about any need:

• Scan-on-demand solution – Stored documents are scanned on an as-needed basis and the third party makes them available via secure web access.  Original documents are returned back to storage.


• Backfile scanning – Large volumes of recent or archived documents, no matter the original file type, are converted to digital images so your file collection is just a click away.


• Day forward scanning – This is much like backfile scanning except this option allows currently-in-use documents to be converted to digital images.

Once you’ve found a solution that is best for you, you can feel confident that you’re ending 2010 on a positive note.