While often overlooked, document management lies at the heart of any successful organization. It enables on-demand access to a variety of files while ensuring regulatory compliance in multiple areas, from taxation to health and safety.
That document management system also needs to consider the security of the documents being stored. One of the most effective ways of enabling document security is by digitizing them with the help of a document scanning company – let’s explore the benefits in our extensive guide below.
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Your Documents Are Protected From The Elements
Paper is one of the most delicate materials we regularly come into contact with. It can be damaged by moisture, fire, and a wide range of other environmental conditions. As a result, it takes a lot of effort to find an appropriate storage solution for paper documents – a lot of effort and a lot of money.
When you use a document scanning company, those paper documents are then essentially digitised. When stored in the cloud or in hard drives, it’s a lot easier to ensure that documents aren’t damaged by heat, rain, or prolonged exposure to dampness.
You Can Track And Limit Access
With paper documents, it’s very hard to track and limit access to sensitive information. The files are often stored in a single room, potentially with separate locked filing cabinets. Whoever has the keys then has access to all the documents, including information you may not want them to see.
When you scan your documents, you can easily track and limit exactly who has access to documents. If there is a data leak, it can be far more simple to identify who had access, finding the culprit in a fraction of the time it might take otherwise.
You Can Add Varying Security Measures
With paper documents, you might have incredibly sensitive documents stored in the same place as a receipt for the office coffee machine. Obviously, these documents don’t need the same level of protection, but it’s quite complex to add varying security measures.
With digital files, you can change the security measures depending on how sensitive the file is. That might mean that some files can be accessed by anyone with a company account, while others are encrypted, and can only be accessed if given permission by people in managerial positions.
Eliminate Unnecessary Exposure
When an employee goes to search for a paper document, they might need to flick through hundreds of documents before they find the right one. Not only is this an incredible waste of time, but it’s also likely that they’ll be exposed to information that they weren’t supposed to see.
When dealing with digital files, this can be entirely eliminated. The employee can simply search for the file they need to access, or be sent it by a colleague, removing the chance that they might stumble upon sensitive information.
The Experts Are Less Likely To Manage Your Documents
While you can scan your documents in-house, it’s possible that your employees could damage potentially sensitive documents during the scanning process. If those documents are damaged before they’ve been scanned, it can make scanning them a lot more difficult.
By using a document scanning company, you can significantly reduce the chances of your documents being lost or damaged during the scanning process. Professional services are run by individuals with extensive experience in the area, meaning it’s highly unlikely that they’ll make any unnecessary errors.
Receive High-quality Scans
Even if your employees do manage to scan the documents without damaging them, they’ll be limited by the technology available to them. Most scanners in offices and other businesses are serviceable, but they’re not the best machines available.
By using a document scanning company to scan your documents, you’ll get the job done using commercial equipment that can supply the best results possible. The digital files will be pristine, making it far easier to decipher the documents when you need to refer to them again in the future.
Overall, using a document scanning company can provide significant security benefits for your organization, helping to protect your important documents from loss, damage, and unauthorized access.
By implementing robust security measures and storing your documents electronically, you can ensure that your sensitive information remains safe and secure. In addition, the cost savings and operational efficiencies that come with digitizing your documents can help to improve the overall efficiency and effectiveness of your organization.
Choosing the correct company to work with is just as crucial to your security as the act of scanning the documents, so ensure you do your research and find a scanning provider who is trustworthy, transparent, and aligns with the requirements of your business.
