Paperless Office in Minneapolis
A paperless office is usually ideal for any Minneapolis business- but 95% of them still have their documents and company information laying on desks or stored in filing cabinets.
Although they’re easy to access, over time, papers pile up, more and more filing cabinets are added, and all of the sudden ones of your offices is utilized specifically to store your files.
In most cases, when businesses make the decision to “go digital,” they hire a professional document scanning service. Digital documents are easier to access and helps to optimize document flow through your business.
Does Your Minneapolis Business Want to Go Paperless? Answer these Questions First
Converting to a paperless office might not be as easy as you might think. You might have some compatibility issues or other problems migrating from your traditional filing system. This checklist should help you make some well-informed decisions on if a paperless office is something that you should invest in for your business.
- Is hiring a document scanning service a cost effective solution for you? This usually depends on how many documents you want to convert.
- Are you going to save a significant amount of money spent on paper, postage, ink and other supplies each month?
- Will file organization be easier by going paperless and making use of an ongoing scanning service?
- Will it be easier to access documents through an electronic management system than through the system you’re using now?
- Will confidential files and documents containing personal or critical business information be more secure through document scanning and electronic storage?
- How much time to do you spend shuffling through stacks of paper? Will electronic documents eliminate some or all of that.
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 (651) 204-9247 or fill out the form to the left.
Federal Laws that Encourage Electronic Document Storage
There are several laws that have been introduced to ensure that businesses take proper precautions to protect employees and customers’ personal information. Here’s a brief explanation of how these laws require businesses to convert to electronic documents:
- In 2002, the federal government introduced the introduced the Sarbanes-Oxley Act which requires businesses to properly maintain financial records and retrieve them when required. Electronic documents make this process painless.
- In 2003, Congress passed the Fair and Accurate Credit Reporting Act (FACTA) which also requires business to properly safeguard and store personal information of employees and customers and properly destroy them.
- The third major act which compels companies to store information electronically is the Health Insurance Portability and Accountability Act (HIPAA) of 1996, which addresses 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.
Most offices use tons of paper documents in their daily operations. Employees, offices, and official archives all maintain files, which causes the storage required for paper documents to grow at 20-25% every year.
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.
Consider this- just one hard drive holds millions of pages of documents- which equates to hundreds of four-drawer file cabinets. The cost of document scanning is minimal to the time and space you’ll save your business year over year. No wonder more and more companies are making the decision to go paperless. Let Minneapolis Scanning and Imaging help your business make the transition to paperless today!
Ready to Make the Change to a Paperless Office? Minneapolis Scanning and Imaging Can Help!
Let a professional, secure, Minneapolis-based company and staff take the hassle out of your move to a paperless office. Minneapolis Scanning and Imaging has the manpower to quickly perform the indexing, scanning, and post-production work to get your office into digital documents. 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.
If you’re interested in converting your documents and records to digital format, let our experts know! Simply fill out the form to the left, or give us a call at (651) 204-9247 today!