Paperless Office in Omaha
How do you store files in your office? We’ve done our homework- did you know that 95% of businesses in Nebraska still use paper filing systems, and filing cabinets?
Hard-copy documents might still be part of the mainstream even in today’s digital world, but the more documents you accumulate, the less space you have to store them.
Transferring your hard-copy document system to a paperless office can really help you organize your files better, allowing you to free up office space for more useful purposes.
Professional document scanning services like Omaha Scanning Services help convert paper records to digital files, which gives you more control and access to files wherever and whenever you need them. A paperless office improves productivity and streamlines document management processes.
We developed these questions below to help you figure out if going paperless makes sense for your organization. Unfortunately, there’s a lot more to document conversion than just scanning your documents- it’s a change in the way you handle your entire flow of paperwork in your office.
Our goal is to help you avoid some of the pitfalls associated with the transition from a paper management system to an electronic document management system.
Going Paperless? Answer these Questions First
Omaha Scanning Services is here to help you make decisions about whether or not you’re ready to transition to a paperless office. A little bit of research can go a long way- let us help pick the right system and file types for your scanning project.
- Is hiring a document scanning service an effective solution for you?
There’s a lot involved with making your system paperless- from offsite document storage, required upgrades, ongoing costs for scanning, and other things you need to make the system functional. Be sure to consider how many documents you want to convert- the more documents you have, the more your project will cost.
- Will your digitize documents be easier to use?
Generally, a digital system will be a vast improvement compared to your hard-copy filing system. You can eliminate version control issues and utilize indexing to make documents easier to find and distribute.
- Are your confidential files and documents that contain personal or critical business information secure?
If you’re concerned about data breaches, an electronic document management system can be one of the most reliable systems for your office- if you take the proper precautions.
- How much productivity do you lose shuffling through stacks of paper?
Electronic documents eliminate this wasted time and optimize the document flow in your office. A paperless office makes finding documents easy- and there’s no longer a need to ensure that the correct paper document is in the right place.
If you can answer all these questions with confidence, then you’re ready to go paperless! If you have questions or want more information, give us a call at (402) 718-9393 or fill out the form to the left.
Federal Laws that Encourage Electronic Document Storage
There’s several laws that have been introduced to ensure that businesses take proper precautions to protect employees and customers’ personal information- Sarbanes-Oxley, FACTA and HIPPA. Here’s a brief explanation of these laws- and why we encourage you to convert to electronic document storage and management sooner rather than later:
- In 1996, the Health Insurance Portability and Accountability Act (HIPAA) addressed the security and privacy of health data to improve the efficiency and effectiveness of the nation’s health care system by encouraging the widespread use of electronic data management.
- In 2002, the Sarbanes-Oxley Act required businesses to properly maintain financial records- including the ability to retrieve them easily.
- In 2003, the Fair and Accurate Credit Reporting Act (FACTA) required businesses to properly safeguard and store personal information- and make sure that it is destroyed properly.
It can be next to impossible to comply with these laws without dedication a significant amount of resources dedicated to organizing these files. Storage required for paper documents grows at a rate of 20-25% every year. Going paperless helps reverse that trend, but document retention requirements still mandate that certain documents need to be retained.
To help meet their storage needs, many companies look to offsite records storage to store their company documents. This solves the storage problem but can be very costly depending on the size of the business.
The cost of document scanning is minimal to the time and space you’ll save your business year over year. Let Omaha Scanning Services help you make the transition today!
Ready to Make the Change to a Paperless Office? Omaha Scanning Services Can Help
Omaha Scanning Services can handle all of the indexing, scanning, and post-production work required to transition your office into a digital, paperless environment. Get free quotes from a professional document scanning service right in Omaha on converting text via optical character recognition (OCR) software so you can edit the documents or redact private information to protect your customers.
Get free, no obligation quotes on converting your documents and records to digital format, let us know! Fill out the form to the right, or give us a call at (402) 718-9393.