As more and more companies move towards the digital age and are requesting their paper files to be scanned SMB Records Management have moved with them offering a scanning service. We can provide scanning for your basic 300 DPI grey scan for your A4 paper or high-resolution 600 DPI for scans for A4 up to A0+. We can also scan microfiche, X-rays, photographs, and drawing plans.
So, what are the disadvantages and benefits scanning your documents?
Disadvantages
- The cost – If you are planning to scan your documents in-house, you will need to purchase a digital scanner. These can be expensive depending on the scan quality you are looking for. If your outsourcing the cost of back scanning can be quite expensive, however, you must weigh this against the benefits and savings in the long-term. You will need to invest a great deal of time depending on how many files you are back scanning. Once the documents have been scanned you also need to add metadata to the identification of the file and stored correctly within your management system.
- You will need to invest time and money training employees on how to use the new system. You must implement a structured indexing system, making sure that any files that you add to your repository have been filed with the correct metadata making them easily found, thus giving a more responsive time in finding documents, should you ever need to fulfil a requested or you may need it foe an audit. This should be one of the processes you have in place especially with the EU GDPR coming in to force, as well as a robust process for retention dates, so you can delete files when needed.
- You must monitor the records and make sure that you are not keeping duplications or siloed application. This will make Records Management within the business difficult to find the original stored record. If this does happen how are you going to know the correct retention date.Retention policies must be agreed and made sure the staff understand them when adding new documents to the system.
- You need a good firewall. If you are storing your documents on an electronic management system (EMS) you could be potentially hacked with all sensitive information being stolen.
Benefits
- Having scanned records does make it easier accessing your records. Especially if you have more than one office. Once you have them stored in your EMS will making them easier to sort through as long as the information has been added correctly.
- Having your documents electronically stored on a system help with disaster recovery as you can easily back up your documents
- Space creation is another benefit. Once your documents have been scanned, the physical documents can be destroyed using the correct processes.
- Communication becomes more easily as managed electronic documents are much easier to pass on to others via methods such as email and social streams.
- Metadata that is held against a document can also be used in court. Information such as create dates and edited dates can show when the information was first created and if the documents have been edited and possibly by whom.
If you are thinking about changing your documents over to digital why not get in touch. We can offer you the best solution and securely destroy your documents afterward.
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