Technology is making it easier than ever for you to have your documents scanned and then stored in a secure location.
How Does This Work?
1) You select the documents that need to be scanned.
2) You use a mobile scanner app to scan the physical document that needs to be converted into an electronic file. This can then be sent to a company that is going to convert the files into a digital format. You can choose the format that the new files are going to take.
3) The files are then converted into the format that you need them to be. You will then choose the final storage method. The files can be stored online or you might want them to be stored on hard drives.
Why Should You Use This Method?
There are several different reasons why this method should be used.
It Is Quick
Trying to convert lots of documents by yourself can be a time-consuming process when you could be focusing on other areas of your business. You can send the scans to the file conversion company. They are then going to convert the scan into files that you can store and use at a later date.
The turnaround time for this process is going to be very short and soon you will be in possession of your converted files.
When a company impresses you with their speed, make sure that you use them on a regular basis.
It Is Safe
All of your information is secure once it has been scanned and sent to the file conversion company. The files can be encrypted so that they are completely protected. You can choose who is going to be able to access the files. It could be you the business owner only, or you may want to give the managers access as well. Alternatively, all of the employees could be given access to the files as well.
The Files Can Be Accessed At Any Time
The files that have been converted can be accessed at any time. When they are stored online, all you will need is a username and a password. This is useful when you need to access the information at a moment’s notice – for example if shareholders request some of the digital information and you do not want to make them wait for an extended period of time.
The Files Will Be Easy To Download
Once the paperwork has been scanned and converted into an electronic format, they can be downloaded onto computers at any time. These downloads mean that the information can be saved to a desktop.
It Results In More Office Space
Once all of your files have been converted to an electronic format, you need to think about the impact that this is going to have on your business for a while. The electronic files do not need any filing cabinets if they are stored in an online cloud-based system.
A mobile app for scanning documents makes it easy to convert physical files to digital ones.