If your business is looking to go paperless in 2015, there are many factors to consider—starting with how much paper you currently use and store now. Below, we’ve outlined solutions for how your office can begin the transition to paperless.
Request Paperless Statements
If your bank, service providers, or vendors send you physical copies of statements each month, request digital or paperless delivery. You’ll likely be scanning and storing these for your records anyway, so having them delivered as a PDF or other digital format can cut down on the time it takes your office to convert these into paperless formats. Sometimes, service providers will cut out the small paper statement fee if you choose to go to paperless statements!
Set Document Sharing Protocols
Instead of printing out and distributing memos, reports, or notes, establish cloud-based document sharing practices. Free and paid-for software, including Google Docs, Evernote, and DropBox, allow for a group to share, edit, and upload a wide assortment of files. Most of these are accessible from anywhere with an internet connection—including desktops, mobile phones, and tablets. The less sharing your office does in paper format, the less paper you’ll have laying around or taking up storage space. You can even create digital signature to avoid having to print out, sign, and re-scan contracts or agreements.
Digitize Your Documents
Scanning and digitizing your documents can be a great task if you have cabinets full of records. Doctors’ offices, law firms, accounting firms, human resources departments all require records, notes, and files to be saved for extended periods of time. Find a reputable document scanning company that will work with you to scan all of your files efficiently and affordably. Professional scanning companies will work with you to ensure that files are scanned in an orderly fashion—and that even sticky notes, tabs, and differently-sized documents remain together as they should.
Find a Document Management Solution
Once your documents are scanned, they don’t do your office much good if you can’t easily access them. Just like you have a system in place for finding records in your storage and filing cabinets, a paperless solution includes document management. Ask your document scanning company what index and management solutions they provide—check for how the documents will be digitally organized, if you can search the text found in images, and what different access levels can be applied for security or confidentiality purposes.
Work With a Reputable Document Scanning & Management Company
At QFI, Inc., we’ve been providing document scanning and management solutions for offices going paperless since 1985! If you have documents you need digitized, from paper records, books, and photographs to maps, drawings, and blueprints, there’s only one name you need to know: QFI, Inc.! We help other businesses just like yours minimize costs, streamline processes, and stay current with digital technologies to become more efficient and productive.
We offer a full range of document conversion services, including:
- Pre- and post-conversion document preparation and reconstruction
- Paper (hard copy) and digital (source format) document conversion
- Engineering drawings and map conversion
- Microform (microfilm, microfiche, and aperture card) conversion
- Output to multiple pdf, tiff, and other industry standard file formats
- OCR, data entry
- Legal document tagging
- Markup language tagging and validation (SGML, HTML, XML)
- Structured indexing
- Form and survey scanning
- Data extraction
- Data accuracy validation services
For more information about how we can help you go paperless in 2015, call us at 301-284-8789 or contact us online!