Modern-day businesses generate a tremendous amount of paperwork. Invoices, employee files, and health records are just a few of the many types of documents created that often require long-term storage.
Maintaining such a large repository can lead to several challenges, such as missing or physically damaged files and privacy issues. There are also financial and time considerations that make storing physical documents an inefficient way of doing business.
This is why many companies and organizations are now scanning and indexing their physical documents. Read on to learn more about six benefits of document indexing and scanning and how you can get started.
Document Indexing and Scanning Overview
Document scanning involves taking physical files and documents and preparing them to get scanned into an electronic format. Once scanned, they’re indexed in a very specific way that allows your employees to efficiently search through and retrieve detailed information.
Due to the complex nature of preparing large quantities of documents to be scanned and indexed, some businesses turn to third-party providers like ILM to help ensure things go smoothly.
As the Federal and State governments seek to modernize and cut costs, they’re requiring all offices and contractors to digitize their files. Such laws as the NARA Mandate require a transition to electronic records by December 31st, 2022. Professional document indexing and scanning services are a cost-effective and efficient way of getting in compliance.
6 Benefits of Document Indexing
Indexing offers a wide range of benefits for businesses and organizations who are looking to cut costs and improve efficiencies:
Easier and faster collaboration
Internal departments can benefit significantly from indexing as it allows for the quick and easy sharing of digital information. You can even password-protect sensitive information or apply various levels of account-based viewing privileges.
Combing through Banker’s Boxes or file cabinets takes a very long time. It can exponentially slow down information retrieval to a crawl as employees have to put in a request and wait for someone to perform the search manually. With document indexing, an easy-to-use search bar will enable anyone to retrieve information quickly.
Audits are often time-consuming and costly, especially when you’re dealing with physical documents. Having your information scanned and indexed will make the process go much smoother and faster.
Absence of physical storage space
Physical files and documents take up an enormous amount of space when stored on-site. Digitized documents only require virtual storage space, which can be easily and cheaply purchased.
Safety and security
In terms of information security, it’s challenging, if not impossible, to keep unauthorized eyes from viewing sensitive information. Indexing can allow for account-based privileges so that each employee can only access the information they require to perform their job duties.
Physical documents can also present several safety concerns. Over time, they can get damaged due to fires, floods, or even the humidity in the air. Inks on the paper can run, and rips or tears can occur. If an employee accidentally misfiles a document, it can take days, weeks, or even months to track it down.
Paper files and documents put a tremendous strain on the limited natural resources of our planet. Digitizing and indexing your files by “going green” means that your business or organization is doing its part to help improve our world for future generations.
Document Indexing and Scanning Services
When it comes time to scan and index your documents, an experienced partner such as ILM can help make the entire process easier and more cost-effective than performing it in-house.
We have over four decades of experience working with businesses of all sizes, including State and Federal governmental organizations.
Our proven track records of expert document conversion, data entry, and information management services will help ensure a successful and satisfactory scanning and indexing process.