Boring’s Not So Boring
How to Digitize Your Documents and Best Practices
Document digitization is the future of document storage for companies that want to be ahead of the curve. Work from home and hybrid work environments do not allow for traditional file storage as most companies now know it. Rising rents and flexible work schedules are also accelerating this move to digitization with many companies.
In this episode of the Boring Blog, we are going to go over the rules and best practices for document digitization.
Rule 1 – Decide what would need to be digitized first:
Many companies start by scanning / storing all their documents. Depending on how your retention policy is set up, you may just want to start with day forward and then look at what needs to be kept. Once you decide this, you’ll need to see if you have a scanner that can handle the volume of documents needing to be digitized. Typically, you can use a desktop scanner or copier / MFP. If the volume is too large for either of these devices, you may need to look at a dedicated high-speed scanner. You may even need to look at a 3rd party that specializes in this type of work if you do not have the manpower for the project available in-office.
Rule 2 – Decide how you would like the documents indexed:
Once you set up how these documents are going to be named, stick to it. If you take all the time to digitize your files, index fields make sure that you can find and identify those documents in your system. If you decide to outsource, they will ask you for these fields in advance to make sure the documents are indexed correctly.
Rule 3 – Decide who needs to have access to the documents:
If these documents need to be accessed by large numbers of people, you may want to look at a cloud-based software to store your documents rather than local storage. You may also want to look at this if you are worried about disaster recovery or if the documents in question are mission critical. Cloud-based document management systems are highly secure and easily accessible from a web browser or even a mobile device. They also save multiple copies of your documents in different data centers in case of disaster or accidental deletion. You can also set up rules regarding who can access documents and what they can do with them.
Rule 4 – How to handle the old documents:
Depending on your industry, a digital copy of a document is just as compliant as a paper one. If your industry requires paper, you then need to look at the retention schedule. With this in mind, you can then look at the retention schedule of your industry and decide if you need to keep or shred them after digitization. Once you have this answer to this question, you can set up the retention policy or just securely shred the documents.
In the next Boring Blog, we are going to go over how you can keep digital documents digital and make them actionable with a cloud-based Document Management System.
Contact us to learn more about our Document Management Solutions!
Author: Tom Hubler, Technical Solutions Consultant at Boring