Paperless Office in New Orleans
A paperless office eliminates the clutter in your office and helps you organize your documents better- but the trend is growing slower than you might think.
In fact, at least 95% of businesses in New Orleans or throughout the country still use paper documents and filing cabinets. As papers pile up, more and more filing cabinets are added, and all of a sudden one of your offices is utilized specifically to store your files.
There are lots of advantages to going digital, and the easiest way to do it is to hire a professional document scanning service. Digital documents are easier to access and helps to optimize document flow through your business.
Converting to a paperless office might not be as easy as you might think. You might have some compatibility issues or other problems migrating from your traditional filing system.
If you’re interested in converting your documents and records to digital format, let our experts know! Fill out the form to the left, or give us a call at (504) 264-9410.
This checklist should help you make some well-informed decisions on if a paperless office is something that you should invest in for your business.
- Determine if a document scanning service is cost-effective for your business.
Variables include the number of documents you need to scan, what types of documents you need to scan, and what things you want to access, search for, and edit once they’re scanned. Make sure to include every option you might want, then scale back to things that you need.
- Calculate the money spent on paper, postage, ink and other supplies each month related to the documents you’re planning to digitize.
Forecast the approximate cost over a year. Initial document scanning is a one-time cost, then there are ongoing costs depending on the services you select. There’s a good chance that migrating to a paperless office can be offset by some of the monthly or annual costs associated with your paper documents.
- Will Your File organization will be easier by going paperless and making use of an ongoing scanning service?
Instead of hunting down a file that only a few people in your office know about, all documents can be indexed and found with a simple keyword search.
- Calculate how much time to do you spend shuffling through stacks of paper.
The more time you spend organizing, copying, and re-filing, the more practical a paperless office will be for your office. You could save hundreds of man-hours every year by eliminating this frustrating process.
If you ran the numbers and thought about your processes and it still makes sense, give us a call at (504) 264-9410 or fill out the form to the left for free quotes from a reliable local scanning company. They’ll answer any questions you might have quickly.
Federal Laws that Encourage Electronic Document Storage
There are several laws that have been introduced to ensure that businesses take proper precautions to protect employees and customers’ personal information. Here’s a brief explanation of how these laws require businesses to convert to electronic documents:
- In 1996, the Health Insurance Portability and Accountability Act (HIPAA) addresses 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.
- In 2002, the Sarbanes-Oxley Act requires businesses to properly maintain financial records and retrieve them when required. Electronic documents make this process painless.
- In 2003, Congress passed the Fair and Accurate Credit Reporting Act (FACTA) which also requires businesses to properly safeguard and store personal information of employees and customers and properly destroy them.
These laws are in place to ensure businesses protect their employees and their clients- and any data breach will result in heavy fines to ensure that this security is maintained.
Get Rid of your Paper Documents—Or Store Them Offsite
Most offices use tons of paper documents in their daily operations. Employees, offices, and official archives all maintain files, which causes the storage required for paper documents to grow at 20-25% every year.
To help meet their storage needs, many companies look to offsite storage to store their company documents. This solves the storage problem but can be very costly depending on the size of the business.
Consider this- just one hard drive holds hundreds of four-drawer file cabinets’ worth of paper. The cost of document scanning is minimal to the time and space you’ll save your business year over year. If you want to know the different scanning and storage options in New Orleans, Let New Orleans Scanning help your business make the transition to paperless and store your documents offsite today!
Ready to Make the Change to a Paperless Office? New Orleans Scanning Can Help!
Let a professional, secure, New Orleans-based company make your move to a paperless office hassle-free. New Orleans Scanning can quickly perform the indexing, scanning, and post-production work to get your office into digital documents. We can even help you convert text via optical character recognition (OCR) software so you can edit the documents or redact private information to protect your customers
If you are interested in converting your documents and records to digital format, let our experts know! Fill out the form to the left, or give us a call at (504) 264-9410 today!