Most business owners are aware of the challenges that come along with relying on paper records. Whether it’s the clutter they create or the inefficiency they bring to day to day tasks, paper problems often lurk in the back of their minds.
Addressing these challenges requires effort, and scanning projects are frequently put on the back burner in favor of tasks that feel more immediately rewarding.
However, the risk of waiting too long can’t be ignored. Delaying your scanning project until an emergency strikes can create a much bigger headache, forcing you to deal with paper chaos at the worst possible time. By taking a proactive approach, businesses can eliminate paper before it becomes a serious problem, allowing you to tackle the scanning process without the added pressure of a crisis.
While there are understandable reasons why business owners hesitate to move forward, many of these fears are rooted in misconceptions. In this article, we’ll explore the most common concerns about scanning and show why taking action now is always the smarter choice.
What Keeps You from Scanning Your Records?
It’s not uncommon for business owners to hesitate when it comes to scanning their records. A few concerns seem to pop up again and again. Worries about cost, uncertainty about the process, and fears around security are some of the most common roadblocks.
Fortunately, partnering with a professional scanning company like SecureScan takes the guesswork out of the process. Our services are specifically designed to address these concerns, making the transition to digital records simple, secure, and undeniably worth it.
Fear 1: Scanning is Too Expensive
The first misconception many people have is that scanning records is prohibitively expensive. While it’s true that document scanning requires an upfront investment, the costs of sticking with paper are often much higher in the long run.
For example, a simple compliance audit can quickly turn into a time-consuming nightmare when records are disorganized or hard to locate. Paper-based recordkeeping makes everything more cumbersome, increasing the risk of something going wrong. Mistakes in these kinds of situations can lead to hefty fines or penalties, making the price of procrastination a bit too steep.
Businesses with a massive backlog of records are usually the most concerned with this. In many cases, the more records you scan, the greater the return on your investment will be.
Scanning in bulk is not only more efficient but also tends to reduce the cost per record, allowing you to maximize the value of your project. By tackling your records in large batches, you can achieve significant savings while reaping the long-term benefits of a streamlined, paper-free system.
Then there’s the cost of storing paper records. Office space is a valuable resource, and using it to store boxes of documents is far from cost-effective. Scanning eliminates these ongoing expenses, and in many cases, the savings on storage alone can help offset the initial investment in scanning services.
Fear 2: The Process Will Be Too Difficult
Many business owners worry that the scanning process will be a complicated, time-consuming headache that takes attention away from everything else they have going on. For businesses that try to handle the process themselves, that’s often the case.
When you work with a professional scanning company like SecureScan, nearly every aspect of your project is handled by experienced professionals who know what to do, when to do it, and how to do it right.
From the team that picks up your documents on day one to those who prepare, scan, and organize them, every step of the process is managed by people who do this every day. Our staff has been through this process countless times and knows how to avoid common mistakes, making the experience simple and stress-free.
We take care of all the heavy lifting so you don’t have to. Document preparation, scanning, indexing, and even shredding once the job is complete—it’s all handled by us, allowing you to focus on running your business.
With 21 years of experience, we’ve fine-tuned our processes to be as easy for you as possible. All you need to do is decide which records you want to scan and let us know your preferences. From there, we’ll ensure your project is completed smoothly and without unnecessary stress.
Fear 3: Security Concerns
Handing over your records to a third party can feel unnerving, especially when those records contain sensitive information. As a business, you manage a wide variety of data, customer details, vendor information, employee records, and more. It’s your responsibility to ensure these records are handled securely, comply with legal requirements, and meet industry standards for data protection.
At SecureScan, we take this responsibility seriously. Protecting the confidentiality of your records is at the core of everything we do, and we’ve designed our scanning processes to provide the highest level of security every step of the way.
It starts with our employees, who are trained and tested annually to ensure that they are handling sensitive data in adherence to the latest best practices. We also commit to unannounced audits, conducted by third-party security professionals who verify that our services comply with the strictest security standards imaginable.
Our state-of-the-art facility features 24/7 monitored surveillance, and your records are stored in a secure onsite bank vault, accessible only to authorized personnel through badge-controlled access. Every interaction with your documents is meticulously tracked and documented to maintain a complete, verifiable chain of custody.
The goal in all of what we do is not just to give our customers piece of mind, but also to ensure your records are never safer then when they are in our possession.
Fear 4: It’s Not Going to Be Worth It
We already talked a bit about upfront costs, but another hesitation is whether the investment will actually pay off. Business owners often take the “if something isn’t broken, don’t fix it” approach. But digitizing your records doesn’t just solve existing problems, it prevents future ones.
With digital records, everyday tasks become faster and easier. You can retrieve documents with just a few clicks, eliminating the need to sort through filing cabinets or storage boxes to find what you need. This makes working with records more efficient, allowing you to maximize your most valued commodity, employee time.
Freeing your employees from mundane record keeping tasks allows you to take advantage of their other talents rather than having them spend all their time shuffling papers. But maybe even more importantly, it makes work more enjoyable and pleasant experience for everyone involved, and a happy workforce is worth every cent.
Fear 5: It’s Just Not the Right Time
A lot of business owners struggle to figure out when the time is right to scan their records. For some, there always seems to be a reason to put it off—whether it’s uncertainty about the process or simply avoiding the problem altogether.
That said, there are moments in the life of a business when scanning your documents might feel like too much to take on. Major transitions, like moving offices or navigating an acquisition or merger, can make the idea of adding another project overwhelming. But these moments can actually be the ideal time to digitize your records.
For example, scanning before a big move spares you the hassle of transporting filing cabinets or heavy boxes of documents to your new office. During an acquisition or merger, having digital records ensures a seamless handoff of information, making sure all the data you need to operate is accessible and ready to go on day one.
Of course, the best time to scan will depend on your unique situation. But the truth is, there’s rarely a bad time to take the leap and digitize your documents.
Fear 6: Records are inaccessible during the process.
Some business owners hesitate to start a scanning project because they worry about losing access to their records while they’re being digitized. What happens if they need a document that’s part of the batch being scanned?
With SecureScan, your records remain accessible throughout the entire process. We maintain an open line of communication with our customers to ensure you can get what you need, when you need it. If you require access to a specific document, our team will locate and retrieve it promptly, so you’re never left without the information you need.
This approach adds a layer of convenience and ensures that the scanning process doesn’t disrupt your regular business operations. You can focus on what matters most, knowing your records are always within reach.
Ready to Take the First Step?
No matter where you are in the decision-making process, SecureScan is here to help. If you have questions about scanning or aren’t sure where to start, talking to one of our experts can help you understand what comes next. We’ll work with you to assess your needs and create a plan that fits your timeline and budget.
From logistics to costs, we’ll guide you through the process and ensure you feel confident every step of the way. We even offer tools to help estimate your project costs more accurately. For more information about our services or to get started, call us at (877) SCAN-DOC or submit a request through our contact page.
Don’t wait until an emergency forces your hand. Start your scanning project today and experience the benefits of a paper-free workplace.
