95% of businesses in New York still use paper filing systems and store company information in filing cabinets. Hard-copy documents may be easy to access, but create problems over time. How do you store decades worth of files in your office?
That's where migrating to a New York paperless office can really benefit your company. Wouldn't it be nice to free up that expensive office space for a more useful purpose?
Professional document scanning services can help you office convert paper records into digital files that are easier to access and control. A paperless office can improve productivity and document management processes in most situations- but converting to a paperless office might have some issues.
Check out this checklist about going paperless that can help you avoid some of the pitfalls associated with the transition from a hard-copy document management system to an electronic system.
Going Paperless? Answer these Questions First
New York Scanning Services wants to make sure you make well-informed decisions for your transition to a paperless office. A little bit of research and an understanding of how you should tackle the conversion process can save you time and money, and help you pick the right document scanning company for your project.
- Is hiring a document scanning service an effective solution for you? Document storage costs, ongoing costs, and required upgrades to make the system functional all factor into the cost of going paperless. You also have to consider how many documents you want to digitize- the larger that number, the more your project will cost.
- How much productivity do you lose shuffling through stacks of paper? Electronic documents eliminate this wasted time and optimize the document flow in your office.
- Do you spend money on paper, postage, ink and other supplies each month? Every time you send an email, you'll eliminate the cost and time it takes to mail or distribute a hard-copy document. Add up and annualize these costs- it's probably a lot bigger number than you think it is.
- Are your confidential files and documents that contain personal or critical business information secure? Low tech hacks where corporate spies copy or steal paper documents is a lot more common than you might think.
- Will your new system be easy to use, and will your employees find it easier to use digitized documents? Eliminate the need to figure out which document is most current- implement version control and indexing to make documents easier to find and eliminate the chance of an older version ending up in the wrong hands.
If you can answer all these questions with confidence, then you're ready to go paperless! If you have questions, or want more information, give us a call at (646) 706-7087 or fill out the form to the left.
Federal Laws that Encourage Electronic Document Storage
Federal laws that encourage digital security.
There's several laws that have been introduced to ensure that businesses take proper precautions to protect employees and customers' personal information- Sarbanes-Oxley, FACTA and HIPPA. Here's a brief explanation of how these laws encourage you to convert to electronic document storage and management sooner rather than later:
- In 2002, the Sarbanes-Oxley Act which required businesses to properly maintain financial records- including the ability to retrieve them when required.
- In 2003, the Fair and Accurate Credit Reporting Act (FACTA) required business to properly safeguard and store personal information of employees and customers- and make sure that they're destroyed properly.
- Back in 1996, the Health Insurance Portability and Accountability Act (HIPAA) addressed the security and privacy of health data. The standards are meant to improve the efficiency and effectiveness of the nation's health care system by encouraging the widespread use of electronic data in the US health care system.
It can be next to impossible to comply with the these laws without dedication a significant amount of resources dedicated to organizing these files. Storage required for paper documents grows at a rate of 20-25% every year. Going paperless helps reverse that trend, but document retention requirements still mandate that certain documents need to be retained.
To help meet their storage needs, many companies look to offsite storage to store their company documents. This solves the storage problem but can be very costly depending on the size of the business.
The cost of document scanning is minimal to the time and space you'll save your business year over year. Let New York Scanning Services help you make the transition today!
Ready to Make the Change to a Paperless Office? New York Scanning Services Can Help!
Let a professional, secure, New York-based document scanning service make your project easy to manage and stress-free. New York Scanning Services can quickly perform the indexing, scanning, and post production work to get your office into digital format.
We can even help you convert text via optical character recognition (OCR) software so you can edit the documents or redact private information to protect your customers.
Get free, no obligation quotes on converting your documents and records to digital format, let our experts know! Fill out the form to the left, or give us a call at (646) 706-7087.