Going paperless doesn’t only apply to large enterprises. Small and medium-sized businesses (SMBs) wrestle with paper just as much, or more than many large organizations. Getting started early on with paperless business processes can set an SMB up for future growth. Scaling your business is much easier with digital records!
How does a small business get started with document scanning?
Knowing how to get started is the hardest part. Here are 3 steps to getting started with document scanning for small businesses:
1. Get your files in order with document indexing.
You should have a logical way to look records up once they are scanned. We call this indexing your files. When you scan a file, you index it by with metadata that makes finding the document easy later. Let’s say you have your paper documents in folders by customer names. In this case, you would index the files by ‘name’. The folder structure on your computer should automatically alphabetize your files, making them easy to find.
2. Decide what needs to be scanned.
Not every document needs to be scanned. Take a close look at your files and decide what’s important. Culling useless documents saves lots of time when it is time to scan your files.
3. DIY or outsource document scanning?
If you have a room full of records, it would be wise to hire a local scanning company. Outsourcing the scanning of records can be very economical (see what it costs to scan a box of records). If you have a few hundred pages, it may be wise to buy a desktop scanner or multi-function printer (MFP) that can handle your incoming paper documents. Buying a device with duplex scanning functionality can cut your scan time in half since it captures both sides of a document in one scan. These devices are relatively inexpensive and start out under $100. This device can also be used for day-forward scanning as well.
Document management system/software for small business in Louisiana
At the minimum, every company should have a logical folder structure on a computer to manage business records. Once you have a few employees and are handling thousands of documents, it may be time to invest in a document management system. A document management system is software that tracks, manages, and stores documents.
4 advantages of a document management system for small business:
1. Centralized repository for all records.
Never again will you find yourself on a wild goose chase for an important document. Centralizing your files into single location makes search and retrieval of files easy.
2. Cost and time savings.
How much money and time is wasted when you spend hours digging for files or scanning and emailing them?
3. Instant access no matter where you are.
With a cloud-based system and mobile capabilities inherent in most document management software today, you can access, edit and share files from anywhere with an internet connection.
4. Your files are secure.
How secure is a filing cabinet with paper in it? With a document management system, you can assign role-based access to users and prevent confidential business information from being exposed. Floods, fires, and other natural disasters happen all the time. Our headquarters is about 45 minutes from New Orleans, so we know this danger all too well. A document management system eliminates the possibility of your documents, and subsequently your business from being affected by Mother Nature.
We can help you plan what’s best for your business whether you just have a few boxes to scan or need a full-fledged document management system with workflow capabilities.