Digitization is the way forward. Though one cannot discount the importance of Physical Records as they are required from both a compliance and backup perspective. Document scanning services is definitely the initial step in the digitization journey. But when it comes to scanning your entire business records it is not an easy project as it might have appeared.
When you have heaps of documents to be scanned and you are not sure on how to systematically approach, here is a logical flow of how you can approach the records / document scanning.
1. Take an inventory of your records
Knowing exactly what records you have and how much you have is the best place to start. Establish a baseline to find out what information you are about to preserve. What are different types and formats of records you maintain and you are supposed to maintain. What percentage of information is stored in a physical manner, how much of them in Digital media and what is the gap? Take an inventory of existing storage in the form of digital files stored on-site and off-site.
2. Establish & Apply a Records retention policy
Now that you know what records you have, it is time to determine what you do or do not need to keep. This is done by implementing a retention schedule or policy. Finding a policy that is specific to your business is an important step, and should be taken carefully. If you do not have a retention policy, the best advice is to consult with your legal team to ensure you have the right one selected so as remain in compliance. Don’t assume things and cues from blog posts on the internet as they may not apply to your business or location, and could put your business at legal risk.
3. Engage with a document scanning professional
Once you know exactly what you want to scan, start working with a professional resource and document scanning services partner like KAYMAN Records Management in Chennai. They can work with you to understand your records and develop a strategy to digitize them. There are many options for how records can be scanned. They can help your business save on records scanning costs, introduce automation to provide further savings, with a keen eye on quality control.
4. Deploy the retention policy to your records
Consult, brainstorm and implement a records retention policy to your digital records inventory in consultation with business leaders. The file indexing system will be helpful in matching records in your inventory and corresponding records retention timelines. The column for the retention period, you have in the file indexing system will help in a great manner.
4. Destroy records that are Not required to be maintained
After following above steps you will now know exactly what records you have and what records you maintain and for how long you need to store them. Balance records are unnecessary to maintain anymore and hence are eligible for destruction. While disposing records make sure you get certified and possess “Certificate of Destruction” from an authorized records management company. By disposing off unnecessary records, you not only gain some valuable office space back, but it also helps eliminating the risk associated in maintaining them.
Digitization is the Way Forward
The benefits of going paperless and digitizing your documents are many. However, knowing exactly how and where to start digitization may be challenging. KAYMAN Records Management can help by guiding your business every step of the way in digitizing your documents. Our years of expertise in information management, industry specific compliance and cycles of records will address your specific needs and helps in your transition to a paperless office.