Determining Which of your Business Records to Scan

If you’ve ever thrown your hands up in frustration with being overwhelmed by dealing with the sheer volume of paper records you have to manage on a day to day basis, you may be ready for a document scanning solution.  But before you spend money on scanning equipment, it’s important to think about which records should be scanned.  Otherwise, from a cost and time perspective, you may be getting in over your head.

It’s tempting to want to scan all of your documents and go completely paperless, but it’s neither necessary nor cost effective.  Within your business you have a combination of documents that are integral to your everyday business processes and those that are purely of an archival or permanent nature.  Typically, archival records have administrative, legal or historical value and may consist of:

  • incorporation documents
  • corporate governance files
  • shareholder agreements
  • insurance policies

You may also have records that are neither archival nor active but need to be retained for 10 or more years.  Of course every line of business is unique with different industry and regulatory requirements which has a bearing on specific retention periods.  Therefore, it’s wise to contact your professional business advisor for guidance on which records should be permanently retained within your business.

What to do with your archival and semi-permanent records

These permanent or semi-permanent records may make up a considerable portion of your total record inventory.  The cost of any scanning project consists of overall image count as well as the amount of preparation necessary for imaging.  Therefore, in order to keep your scanning costs down, you do not need to scan these records.  Instead they should be protected and preserved in a secure offsite document storage facility.  A professional record storage solution can provide the following:

  • comprehensive inventory management
  • barcode tracking
  • 365, 24-7 retrieval and delivery

Which records should be scanned?

Your active records, on the other hand, are prime candidates for scanning.  Once imaged and converted to an electronic format, these documents can be stored within a centralized, easily accessible repository and shared amongst individuals and business units irrespective of physical location.  Scanning your active business records also offers the following benefits:

  • reduction in office space
  • increased search capabilities
  • more efficient workflow processes

How to achieve your scanning goals

A “one size fits all” approach doesn’t work when it comes to a document scanning project; you have distinctive business requirements and a certain budget.  Therefore it’s important that work with a professional document scanning company that takes the time to learn your unique needs.  The right vendor can offer a full spectrum scanning and imaging solution that may include:

  • scan-on-demand
  • walk in/drop off scanning
  • blueprint and plan scanning

Archives Management Center provides businesses throughout Palm Beach, Martin, St. Lucie, Indian River and Okeechobee counties with turnkey document scanning solutions.  To find out more, please contact us by phone or fill in the form on this page.