Are you looking to make your company paperless? Looking for a way to make your documents easier to find and to share within your company? If you need Records Imaging in South Texas turn to Lone Star Document Management Solutions.
Records imaging allows organizations to capture paper-based information and convert it to electronic images that are stored in a computer electronically. Lone Star offers both of the two categories of records imaging.
Record imaging can also be categorized by what records are being scanned.
There are five basic components of Records Imaging.
Paper files are more expensive than digital files. It is estimated that a company can spend as much as 3% of its revenue on paper, printers, toner, shredders, photocopiers, staples, folders, file cabinets and other supplies needed to maintain paper documents.
Digital documents provide better accessibility for your entire organization. Employees spend almost 150 man-hours a year searching for paper files. Digital documents are available from their computer and can be accessed within seconds and do not need to be refiled afterwards.
This quicker retrieval also increases workflow and employee collaboration as multiple people can work on the same file, even if they are in different offices.
Having faster access to information improves customer service as the answers can be retrieved within minutes rather than hours.
Records imaging can also limit who has access to the files. Whereas paper files can be seen by anyone in the office, digital documents can be password protected and access levels customized for compliance with privacy protection laws. Restrictions can be set to view only to limit who can edit and so that no copies, digital or physical, can be created.
Paper documents can be destroyed by natural disasters such as hurricane, tornado, flood, or fire. Digital documents that are stored in a cloud and backed up regularly are safe from these disasters.
It is important to keep all documents as long as they are needed for compliance issues, and to destroy them when they are no longer needed. Paper documents are often left in file cabinets and storage rooms long after they are needed. Digital documents are easier to monitor for retention schedule. Lone Star also offers Retention Consulting for all of your documents to assure that you are within compliance for all agencies governing your industry.
If you need records imaging for your company, contact any of Lone Star’s three South Texas location: Mercedes, Corpus Christi, or Rio Grande City.