Every company, big or small, has the same requirements for properly processing and storing paperwork. Whether they recognize or acknowledge it, businesses must be able to store, process and access all of their essential information to operate effectively, make business decisions and better serve their customers.
In addition, most businesses are moving to a more earth-friendly work environment. The Clean Air Council states that “the average American office worker uses 10,000 sheets of copy paper every year.” One of the first steps in “going green” is eliminating paper waste.
Take a minute and look around your work space. Do you see multiple rows of filing cabinets, boxes stacked to the ceiling or manila folders stuffed far beyond their capacity? Maybe you’re utilizing one of those “ultra-compact” mobile aisle shelving systems.
In addition, have you ever stopped to think about the lack of practicality inherent within that system’s design? To get to a specific record, you must physically slide all other records to a different location and only one person at a time can have access to records. In the event a single file is misplaced, the process of locating it will be extremely difficult at best.
According to AIIM, The Global Community of Information Professionals, “Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document. 7.5% of all documents get lost and 3% of the remainder get misfiled.”
Simply freeing up the space taken by endless rows of file cabinets may be enough of a reason to go digital, but you should also consider:
- Costs of purchasing file cabinets and folders
- Time spent retrieving physical documents
- Storing, securing and organizing all of your paperwork
These challenges can be addressed with simple solutions, which will avoid the headaches and hassle later when the information must be located. Going digital will provide significant benefits and savings in all of these areas, while safeguarding the integrity of documents and controlling who has access to them. Records security is a top priority among companies and finding ways to protect sensitive data is key in records management.
It’s never too soon to archive your records to avoid the following mishaps:
- 2014 – Student records from one Louisiana school district were stolen, putting restricted student information at risk. As a result, the school district spent time contacting students and their families of the theft. (Source: KLTV News, November, 2014)
- 2012 – Paper votes from eight precincts were not counted in the Iowa Republican caucuses because they were lost for various reasons. (Source: KSUI 91.7 FM Iowa Public Radio)
- 2011 – New York City Police Department records containing sensitive information regarding deployments of its weapons of mass destruction task force were found in a Manhattan trash can. (Source: Huffington Post New York)
- 2010 – Paper documents from four Massachusetts hospitals were found un-shredded in a public dumping facility. Another Massachusetts hospital admitted that documents containing personal data for over 800,000 people was missing. (Source: Boston Globe)
When searching for a company to help with your paper conversion projects, look for one that has the capability to offer on-site, secure storage or the ability to archive on-site, preventing the need for back-and-forth shipment of your most precious information.
With the help of BIS’ Records Services department, you can convert all your documents to a digital format and manage them with an efficient and easily accessed document management system.
Quick – By utilizing some of the best and most reliable scanning equipment and capture software in the industry, BIS’ leading edge conversion lab has the capacity to process up to 1.2 million images per day. That is the equivalent of a hundred completely filled four-drawer file cabinets.
Proven – BIS’ reputation is built upon consistent quality, performance and outstanding customer service. From document pickup to digital delivery and integration, we deliver solutions that exceed expectations while keeping your information safe and secure in our state-of-the-art records storage facility.
Adaptable – BIS’ lab is equipped to process various sized documents, along with microfilm and microfiche. We work proactively with you to ensure the final product is in the exact format you need, and can integrate with any document management system. If needed, we can setup a fully staffed conversion lab at your location to quickly process your documents on-site.
Experienced – With 30 years in the business and hundreds of repeat clients, BIS has seen first-hand each step in the evolution of document conversion. Our experience is broad, varied and complex, allowing us to provide consistent and reliable document conversion services and help you identify strategies that will increase the effectiveness of your document management system.
Quality – Consistent quality matters. Always. BIS strives to ensure every image is clean, every index value is accurate and every job meets the standards you expect.
One thing is certain, information will continue to grow at faster rates and in more forms. Do not let that one audit or litigation cost you a fortune, because your information can not be located. Give BIS a call today and see what simple, low cost solutions and services can start you on the path to going digital.
BIS has built a solid reputation as a full-service information technology provider and integrator of high quality document and data management systems. Since our founding in 1986, we have continually kept pace with the ever changing landscape. Our solutions portfolio is one of the most diverse and trusted in the industry. Headquartered in Edmond, Oklahoma, we offer the best technologies in the market today. The BIS team will design, develop and install a solution that best fits your business.