When you need additional storage for your office, you look around and wonder where you’re going to put yet another filing cabinet. Or maybe you’ve spent more than a few minutes hunting down a document you swore was right under that pile of even more documents. It’s pretty clear that the paper pile-up is a physical burden and a time thief. However, handy paper to digital conversion services exist to solve this problem, turning mountains of paper into searchable, secure, and space-saving digital files. Let’s break down why it’s worth considering and how it works.
What’s the Deal With Going Digital?
So, why swap stacks of paper for digital files? Here are a few good reasons.
Free Up Some Space
Think for a moment about what you could do with more room in the office. Maybe it could provide space for a new cozy break area or that ping-pong table for those who enjoy a bit of a sporting break. Converting paper files to digital means you can eliminate bulky filing cabinets and gain more square footage for better things than storage.
Find Files in a Flash
Remember the last time you went on a scavenger hunt for a document buried under piles or stuffed in a drawer? Going digital puts an end to the filing chaos. When all documents are online, finding what you need is as simple as a quick keyword search. In most cases, you can forget about lost or misplaced documents.
Secure Your Secrets
Paper documents are easy prey for accidents or prying eyes. Water damage, fires, or an unexpected break-in could mean important information gets lost or stolen. Digital files, on the other hand, can be encrypted and locked down with passwords. This digital fortress keeps valuable data safe and sound, making it hard for the wrong hands to get to it.
How Does It All Happen?
The idea of paper-to-digital conversion services sounds great, but what does the process actually look like? Here’s a peek at the steps involved.
Getting Ready for the Scan
Before you even think about scanning, you need to prepare a bit. Much as you wouldn’t paint a wall without masking the edges, you shouldn’t scan documents without getting them ready for a scan. Preparation means removing staples and paper clips and smoothing out crumpled or folded edges. The papers should glide through the scanner smoothly, without hiccups that could cause jams or damage.
Scan Time
Once everything’s neat and tidy, it’s time for the scanner. It works as a high-speed “camera” that creates detailed images of your documents at lightning speed. This step turns stacks of paper into digital files in the blink of an eye. It can take a while, which is why you likely want paper-to-digital conversion services to handle the work for you.
A Place for Everything
After your documents are converted to digital, they will be kept in your on-site digital storage system or the cloud. However, making them easy to find doesn’t happen by itself. This is where organizing comes into play. Each document gets tagged with keywords and filed properly. The digital folders are then placed into extremely efficient digital filing cabinets where everything is exactly where you expect it to be.
Double-Checking
Last but definitely not least is the quality check. Just because everything’s digital doesn’t mean our job is done. You must go through each digital document to make sure the scans are clear, and the information is legible. What you retrieve later should be just as good, if not better, than the original paper version. This step is a final polish before the documents are ready to be used.
Picking Paper to Digital Conversion Services
Not all paper-to-digital conversion services are the same. Here’s what to keep an eye on when choosing who handles your documents.
Tech Savvy
When converting paper clutter into digital files, the technology makes all the difference. Opt for a service that stays on top of the latest scanning tech. They should use scanners that produce crystal-clear digital copies faster and more reliably. Up-to-date software means better security for your newly digitized files.
Proven Track Record
Before you pick one of the paper-to-digital conversion services, take a peek at their track record. A provider with a long list of satisfied customers who’ve had expectations similar to yours is a good sign. These users have seen the service in action and have come out the other side smiling. Reviews and testimonials can give you the inside scoop on what to expect and can often tip the scales when making your decision.
Security First
Security is a necessity, especially when it comes to your office documents. The right paper-to-digital conversion services protect every bit of data when converting documents to digital, both during the scanning process and once your files are digital and transferred to your storage or on the cloud. This means encryption, secure storage, and strict access controls.
Fit Right In
One of the neatest things about digital files is that they play well with other systems you might already be using, like digital management systems or planning tools. This means smoother workflows and less hassle. The service you choose may have tips to help you get the most out of the new systems. Furthermore, they may offer deals on cloud services and help you find deals yourself.
Ready to Go Digital? Check Out IMR Digital Paper to Digital Conversion Services
The push towards digital documentation is only going to grow as tech gets better and companies look for more ways to be efficient and secure. If there was ever a time to make a switch, now is a good one.
If you’re in Philadelphia, eastern Pennsylvania, New Jersey, or Delaware and thinking it’s time to ditch the paper piles, IMR Digital is ready to help. We’re here to make your life that much easier with digital solutions that fit your needs. Give us a shout on our contact page, and let’s make a paper mountain disappear in no time.
If you’re curious about more ways to boost your company’s efficiency, check out our blog for more insights and tips.