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Locknet® Managed IT offers security, network defense, backup and managed services to help businesses in Wisconsin, Minnesota, and Iowa develop successful technology strategies, whether you’re small to medium sized, regulated, non-regulated, or have little to no IT staff.
With more than 85 technicians throughout our service areas of Wisconsin, Minnesota, and Northern Iowa, we have someone close by to help. The average response time for a technician to arrive at your site is under 4 hours.
Locknet® Managed IT offers security, network defense, backup, and managed services to help businesses in Wisconsin, Minnesota, and Iowa develop successful technology strategies, whether you’re small to medium-sized, regulated, non-regulated, or have little to no IT staff.
With more than 85 technicians throughout our service areas of Wisconsin, Minnesota, and northern Iowa, we have someone close by to help. The average response time for a technician to arrive at your site is under 4 hours.
Document scanning services provide an innovative solution to today's record-keeping and remote working challenges. The numerous benefits of a digital records system are something that most businesses understand. Document scanning provides many benefits:
Consider these statistics: a study completed by the Gartner Group estimates that 50 percent of small and medium-sized businesses would go out of business within three years if lost data could not be recovered in 24 hours. Additionally, 15% of all documents are misplaced and 7.5% are lost altogether. After hearing statistics like this, why would a business not scan their paper records? Document scanning solutions are essential.
In many cases, businesses don't embrace document scanning because they simply do not know where to start. Having rooms full of boxes and cabinets full of paper can be very intimidating, and that sense of overwhelm often discourages businesses from doing anything at all.
As a company that provides digital scanning solutions to businesses, this challenge is one we take seriously, and help our clients overcome regularly. Today we will look at some steps that you can take to get started on the path to transition from paper to digital records.
Knowing exactly what you have for records is the best place to start. Boxes or file cabinets might not be clearly labeled or are rarely used, so often businesses do not even know what they even have.
A box of labels, a marker, and a laptop with Excel is all that you need to get started.
Depending upon your paper volume, this may be a process that can take days or even a few weeks. After all information is entered on a spreadsheet, you can sort it by department or record type to make it easier to work with.
Now that you know what records you have, it is time to determine what you do or do not need to keep. This is done by implementing a retention schedule or policy. Finding a policy that is specific to your business is an important step, and should be taken carefully. If you do not have a retention policy, the best advice is to confer with your legal counsel to ensure you have the right one selected so as remain in compliance. Be very careful of online retention guides as they may not apply to your business or location, and could put your business at legal risk.
Applying a retention policy to an inventory list is a process that is often delegated to department leaders, as they typically have the best understanding of exactly what the records are. The titles or descriptions of records in your inventory must now be matched to their corresponding titles or descriptions in the retention policy. This can sometimes be challenging, as records can be described in many different ways. In your spreadsheet, you can add a column for the retention period, such as the number of months or years, and then a destroy date (actual date). Enter information for each record listed.
After completing the first three steps above, you now have greater control of your paper-based records. You know exactly what you have, and you know how long you need to keep things. Any records that are eligible for destruction, should be taken care of. This will not only open some valuable space, but it removes the risk associated with hanging on to something that you are not required to retain. In any type of litigation, the discovery process means anything is fair game. If you have it, you must produce it—even if you legally could have already destroyed it.
At this point, you are left with the records that are not yet eligible to be destroyed, as well as permanent records that you must never destroy. The next part of the process is to make decisions on what to do with these records. In your inventory report, you can now add one more column: in this column, you will choose to do one of two things for each record.
After completing the first five steps you have eliminated records you did not need to keep and know what to do with the ones you do have to keep. At this point, you know exactly what you want to scan. Working with a professional resource and document scanning services partner like EO Johnson Document Scanning is your next move. Here we can work with you to understand your records and develop a strategy to digitize them. There are many options for how records can be scanned.
Customers can apply resources to certain job steps to save on costs, automation can be applied wherever possible to provide further savings, and there are multiple options for quality control. A scanning professional can help guide you through the process, ask and answer questions, and ultimately provide you with the information needed to make decisions for your records management program.
Understanding the benefits of going paperless and digitizing your documents is easy. But, knowing exactly how and where to start may seem challenging. A paperless initiative has to make sense for your business both organizationally and financially. EO Johnson can help by providing the information you need to make sound business decisions.
Our approach to document scanning is “hands-on.” We not only review the types of documents you have, but we learn about how those documents are created and used in your organization. With this, we can develop a document scanning services solution that not only addresses your specific needs but also makes the transition to a paperless office seamless for you and your staff.