Business in the Information Age

In today’s competitive business environment, it is more important than ever that operations are handled as efficiently and securely as possible. This time in history will be known as the information age, and protecting your company’s sensitive information is of the utmost importance. That is why we’ve assembled our guide to document scanning and secure shredding services to help savvy businesses get ahead of the curve in documentation and information management. 

The Transition to Digital Records Management

Businesses around the world are working to reduce their dependence on paper and paper-based processes, and they are doing so with good reason. The COVID-19 pandemic fueled a shift to remote work, and a greater need for digital access to documentation. Plus, reducing our reliance on paper is good for the environment.

According to the University of Michigan, more than 15 billion trees are cut down every year to produce paper. Going paperless reduces a company’s environmental impact and moves the global economy closer to a place of true sustainability. But this isn’t the only reason that companies are using less paper. 

Storing documentation and data in a digital format saves time, money, and space while providing a secure means of storage and customizable accessibility. Let’s move on to explore these benefits further

A Combination of Security and Accessibility

Traditional paper documentation can be misplaced, lost, copied, and stolen. It is difficult to control the use and dissemination of paper documents, and this is one reason that many businesses might switch to digital record-keeping.  

By transitioning to a digital storage solution, you can achieve greater control over documentation throughout the document’s lifecycle. You can customize access to each document, allowing it to be accessible to those you want and secure from those that you don’t. Company-tailored information security is an excellent way to improve security while maintaining accessibility. 

Improved Organization

Organizing documents such as project records, employment information, and financials can be a time-consuming process, and accessing specific information from those documents when faced with a room of file cabinets can be a daunting task. When records are stored digitally, organizing and searching for the information you need is simple. You can consolidate information across your different locations and departments, allowing access to all employees in one place. You can sort and filter through the records on file without ever leaving your desk.  

Secure Document Scanning  

Digitally stored documents streamline the information sharing process. Document scanning services collect and scan paper records. Once documents are scanned, employees and other stakeholders can access digitized records with secure cloud document management software

As many businesses trend towards remote work, maintaining accessibility to documents is more important than ever. With digitally stored records, employees will no longer need to be onsite to view records. They can do so from a neighboring office branch or even their own home.  By improving document accessibility for all team members, you give them the tools they need to succeed and be the best they can be. 

Digital Mailrooms

Mail is a common contributor to paper buildup in the office and is another challenge businesses face with staff working remotely. As mail is sent to the office, getting it into the hands of the intended employee can be time-consuming and decreases efficiency. An excellent solution for this problem is to have your physical mail transferred to a digital mailbox. Our team can collect your physical mail and electronically deliver it to a secure digital mailroom accessible to your team. 

Paper Shredding 

Whether your business is going paperless or just looking to clean out your file cabinets, paper shredding is the ideal solution for getting rid of past records efficiently and securely. We cross-cut all documents rendering them completely destroyed, and help you clear up valuable space in your office. 

Paper shredding is the best way to ensure that your documents are disposed of properly and that your business remains in compliance with privacy and information security regulations. Companies have a couple of options to choose from when looking for paper shredding services. 

One-time Document Purge 

You can now take care of spring cleaning at your office any time of the year. Document purges are an excellent way to clean out the office; they require no contract and offer a secure and documented means to destroy sensitive records. Your team can drop off the records at one of our locations, or we can come to collect them, saving you time and trouble. 

Scheduled Rotation of Secure Consoles and Bins 

If you’d prefer to dispose of documents more often than once or twice a year, you can also set up a scheduled paper-shredding bin at your office. Simply contact us when the bin or secure console is full, and we will empty and replace it. We track the process and offer complete visibility as proof of protection so that you can feel confident in your information’s” secure destruction. Scheduled secure consoles for paper shredding are the ideal way to stay on top of hard copy document buildup in your office. 

The practices can help propel your business towards a more efficient and secure workplace. Through digital record storage and paper shredding, you can free your office of paper buildup, streamline operations, and ensure the security of your past records and other sensitive information. To learn more, check out this link on how you can improve your document management processes.

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