Is your business looking for green alternatives in 2015? There are several things you can do to reduce your carbon footprint in the workplace, including digitizing your documents. Depending on the industry you work in, you could have cabinets full of documents that literally just sit there. To begin your paperless journey, the experts at QFI, Inc. have listed the steps you should take to start your green initiative.
- Sort and purge – Depending on the amount of paper work in your office, this could be an easy or somewhat daunting task—however, it’s an important one! Don’t worry, this first step is easily the most difficult, but also rewarding. You’ll want to sort out the documents you want to keep verses the documents you can or want to get rid of.
- Shred and recycle – Remember, you’re embarking on the journey of reducing your carbon footprint so you want to recycle your unwanted documents, rather than just throw them in the trash. It will amaze you how many of the documents you have are available online: bank statements, bills, etc.—making paper copies or scans of them redundant. Most financial institutions save statements for at least one year, making statements readily available during tax season.
- Pick a trustworthy scanning company – There are many different document scanning companies in the D.C., MD and VA areas, but you’ll want to find one that has a secure facility and is willing to complete a demo scan for you. Not only do you want to make sure your documents will be safe while out of your sight, but you want to make sure you are getting the best quality for your money. A sample scan will give you a good idea about the company’s timeliness and quality. If you work in an industry that has confidential records or documents, ask what their policy is for confidentiality and compliance documents. To learn more about picking a document scanning company view this post!
- Send all documents for scanning – once you have found a document scanning package that meets your needs, all documents should be boxed and sent to the scanning facility. Don’t worry about removing staples or paper clips; we’ll do that for you! To learn more about the document scanning process view this post!
- Kick the paper habit for good – now that you’re on your way to reducing your carbon footprint, kick the printing habit for good! Request that you receive your bills and statements electronically and manage your digitized documents with a reliable records management service.
Document Scanning Services in D.C., MD & VA
At QFI, Inc. we develop your project requirements through our RASCAL approach: Requirements Analysis, Sample Conversion Assessment, and Launch.
- Requirements Analysis – during this process, requirements are developed when we meet with your team at your office and go over the material you’d like digitized.
- Sample Conversion Assessment – we will take a sample of your records and process them. We will return the digitized documents for your review. Processing and review steps may repeat until project requirements are refined or finalized, but repeat sample conversions are rarely necessary.
- Launch – once the digitized records meet your needs, QFI, Inc. submits a formal proposal containing a detailed Statement of Work and itemized per unit pricing. The complete RASCAL process is performed free of charge.
If you live in the Washington, D.C., Maryland, or Virginia area, contact QFI, Inc. today for all of your document scanning needs—we even scan specialty documents! With every file easily accessible and centrally located, misplacing files and miscommunication within teams is now nonexistent. The one question left is, what are you going to do with all the extra space where those overflowing filing cabinets used to be?