Any business trying to manage a large number of paper records will tell you it can be a major headache. With storage space dwindling and the time it takes to find what you need increasing, it becomes hard to justify sticking with paper recordkeeping.
The truth is, records have a way of piling up over time, and what was once a manageable amount of paper can slowly start to spiral out of control. It may seem like there’s no way out from under the mountain of paper, but the good news is, it’s never too late to go paperless.
Whether it’s years of employment records, invoices, or regulatory paperwork, high volume scanning services take the hassle out of the digitization process, turning even the most massive paper archives into a text-searchable database of digital files.
In this article, we’ll explore the challenges businesses face when managing large archives of paper documents, the options available for transitioning to digital recordkeeping, and how a high volume scanning service makes the process simple, affordable, and efficient.
The Challenges of Managing Large Archives of Paper Documents
Managing large numbers of paper documents presents challenges that can impact your business in ways you might not expect.
First, there’s the issue of space. Paper documents take up a lot of it, and as your business grows, so does the amount of space those records require. Whether it’s filing cabinets, storage rooms, or even off-site facilities, the need for physical storage becomes a growing burden over time.
Then, there’s the difficulty of finding specific documents when you need them. Paper records aren’t always easy to keep perfectly organized, and even with the best system in place, it can still take too much time to locate important information. This slows down day-to-day operations, creating frustration for both your employees and the people you serve.
Security is another big concern for businesses. Many industries are required to follow strict regulations around how records are managed and how personal information is protected. Physical records make it harder to meet these requirements. They’re easily misplaced, mishandled, or even lost entirely, and a single mistake could have serious consequences for your business’s reputation.
All these issues make it clear that sticking to paper records isn’t just inconvenient, it’s risky. Transitioning to digital records with high volume scanning solves these problems and opens up new opportunities for your business to operate more efficiently and securely.
The Benefits of High Volume Scanning Services
When it comes to high volume scanning, partnering with a professional service like SecureScan offers a ton of benefits for your business, making the process of going paperless faster, easier, and more cost-effective. Here are just a few reasons why high volume scanning services are the best choice for scanning large volumes of records.
Expertise and Experience
With over 21 years of experience in high volume scanning, we’ve seen it all. We know how to handle projects of any size and complexity, and we’ve encountered every imaginable challenge along the way. This experience allows us to anticipate issues before they arise, helping you avoid costly mistakes and ensuring a smooth, successful project from start to finish.
Highly Trained Staff
Our team processes over 4 million documents every day. Each member of our staff is highly trained and equipped with the skills and knowledge needed to succeed in handling your documents, including HIPAA compliance certification. We provide ongoing training to ensure our team stays up to date on the latest regulations and best practices for handling sensitive documents, so you can rest easy knowing your records are in safe hands.
Speed and Efficiency
There’s no faster way to digitize your paper records than through our high volume scanning service. Our specialized equipment and experienced staff allow us to complete projects quickly without sacrificing accuracy. This means you can start taking advantage of your new digital system sooner, with minimal downtime.
Minimal Business Interruption
Our scanning services are designed to work around your needs, not the other way around. We handle the entire scanning process off-premises, minimizing disruptions to your daily operations. And we make sure you still have access to any critical documents you need during the scanning process, so your business doesn’t miss a beat.
Convenience
Taking on a scanning project yourself is a huge commitment. It requires time, effort, and focus—things that are better spent on running your business. With our high volume scanning service, we take care of everything for you. From planning and logistics to scanning and indexing, we handle every detail, leaving you free to focus on what you do best.
Cost-Effectiveness
While scanning in-house may seem cheaper at first glance, there are often hidden costs that businesses don’t anticipate. The time spent by employees, the cost of equipment, and the inevitable mistakes that come from inexperience all add up quickly. With SecureScan, everything is included in one affordable price, our expertise, tools, and the manpower to get the job done right the first time.
Compliance and Security
Compliance is essential when handling sensitive documents, and we make it effortless for our customers. Our processes, equipment, and employee training programs are all designed to meet strict security and data privacy compliance standards, ensuring your records are protected every step of the way. You can rest assured knowing that SecureScan has your compliance needs covered.
How to Prepare for a High Volume Scanning Project
Getting started with a high volume scanning project requires some initial planning to make sure everything goes smoothly. Here are a few things to consider before you dive into the process:
Assess Your Needs
The first step is understanding what you need from your scanning project. How many documents do you have? Are there security concerns or regulatory requirements that need to be addressed? Having a clear idea of the volume and any specific requirements will help guide the project timeline and ensure your unique needs are met.
Plan Your Approach
It’s also important to think about how you want to approach the scanning process. Some businesses prefer to start with their most recent documents so they can immediately benefit from a more efficient system. Others like to begin with older, archived records to get a feel for the process before tackling the active files. There’s no right or wrong approach—it’s about what works best for your business.
Organize Your Files
Before scanning begins, take some time to think about how you want your digital files to be organized. This might include indexing specific fields to make the documents easier to search and access later. If you already have a document management system in place, we can help ensure the files are scanned and indexed in a way that integrates smoothly. If you don’t have a system yet, we can provide advice on how to get started.
Choose the Right Service Provider
Choosing the right partner for your scanning project is one of the most important decisions you’ll make. High volume scanning requires expertise and the right tools to be done efficiently and accurately. Partnering with a professional service like SecureScan ensures the project is handled by experienced professionals, saving you time, reducing risk, and delivering better results.
Post-Scanning Considerations
Once your high volume scanning project is complete, there are a few important things to keep in mind to ensure a smooth transition to digital file management. Here’s what to think about as you move forward:
Train Your Employees
Switching from paper to digital records may require some adjustment for your team. Even with the most user-friendly digital system, employees will need training to ensure they can access, manage, and utilize the digital files efficiently. Providing training early in the process helps avoid disruptions and ensures everyone is on the same page, making the transition smoother and more productive.
Create a Disaster Recovery Plan
Digital files are far more secure than paper, but it’s still important to have a disaster recovery plan in place. This plan should outline how your business will back up and restore digital files in case of unexpected events like system failures, cyberattacks, or other data loss scenarios. A strong backup and recovery strategy ensures your business can continue operating without significant downtime or lost information.
Why Choose SecureScan for Your High Volume Scanning Needs?
Managing large archives of paper documents is challenging, but digitizing them doesn’t have to be. With our bulk scanning services, you can quickly transition to a more efficient, secure, and organized digital system. Our experience, speed, and attention to detail ensure your scanning project is completed accurately and quickly, so you can start reaping the benefits of going digital right away.
From minimizing business interruptions to ensuring compliance with security standards, our team takes care of everything, giving you peace of mind throughout the entire process. Don’t let paper records hold your business back, leave it to the experts and focus on what matters most.
For more information about how our high volume scanning services can help your business, contact us today or get a free quote to get started on your project!