Sacramento Document Scanning

Electronic documents are the future of information governance. All your business information is stored in one system for ease of use. Sacramento companies use document scanning to digitize papers into electronic records. After they are in a digital format, documents are much easier to manage.

If a document is needed it is accessible with a simple keyword query. Access to any file can be restricted to individual employees which ensures the security of your documents. Access should be controlled to prevent workers from selling the private data of other employees and clients. Each record has a lifespan, and an electronic document management system will instantly erase unneeded records.

The first step is to work on a record management policy. Decide how long to store each type of document then decide which employee requires access to each one. This record management policy should be distributed to every employee.  

Now it is time to destroy all unwanted records. Have anyone who manages official records identify documents that should be shredded. Also, distribute shredding containers around your company for employees to place their unneeded documents. Ask workers to organize their personal records with the company document management policy and destroy documents that are past their usefulness. There is no need to digitize documents that are useless.

The third step is to determine which documents are likely to be needed in the future. If a document will never be used again then storing the paper document is the better option. What remains after this process is what you need to scan.

Next, it is time for the actual scanning. You can purchase scanners and assign the work to an employee or temp. Or you can find a Northern California scanning service. If you have a small amount to scan, then assigning an employee should work. But as you grow the volume of documents to scan will overwhelm your in-house capabilities. A Sacramento based scanning service is recommended at this point.

Sacramento Shredding Services makes your conversion project easy. Our contractors have high-speed scanning services and knowledge that comes from doing this work every day. They organize your files and then destroy them after the work.