Document scanning can help improve…

• Response time: With digitally scanned documentation, it’s easier to find relevant information to answer questions from customers or respond to inquiries from auditors and regulatory compliance officials. If you have a digital database of well-organized digital documents that can be searched by keyword (using Optical Character Recognition), you never have to worry about sending the wrong version of a contract, sending an archived invoice to the wrong customer, or failing to find a time-sensitive record.
• Daily office efficiency: Reduce the time spent searching for the right paper document. As one of our clients recently remarked, “Finding a document can take anywhere from 5 minutes to never.” Many digital files can be searched by keyword, making it easier to quickly access the information you need. It’s also easier and faster for employees to share digital files with each other (by e-mail or by sharing with online collaboration tools) than to copy and distribute paper documents.
• Legal matters: Keeping signed copies of contracts and other legal documents in digital format can help protect your company’s interests. Even if you prefer to keep (or are legally required to keep) the original signed versions on file, converting the files to digital format will give you backup copies that can be retrieved in case of fire, flood, misplacement or malicious loss.
• Disaster preparedness: Paper documents stored in a single physical location, whether it’s a locked office file cabinet or secure warehouse archive, are vulnerable to disasters like fire, flood or other natural disasters. Another concern that is often overlooked is the possibility of malicious destruction of documents caused by disgruntled employees. Converting paper documents to digital provides an added level of protection for the business-critical information stored in your paper files.
• Ease of storage: File cabinets take up valuable office space, and warehouses cost money. Document scanning puts a company’s files in a convenient, easy to transport format that can be stored in multiple ways. The equivalent of 10,000 sheets of paper can be stored on a single CD. Digital images can be stored onsite, offsite and online using cloud-based data storage services.
• Information Security: For sensitive documents that require restricted access, converting the documents to digital format can give you the security advantages of password-protected access, encrypted content, and audit trails showing which people have accessed the documents, and when. None of these features are easy to replicate with paper documents. If a sensitive paper document falls into the wrong hands, it can easily be photocopied and distributed without anyone knowing. Document scanning provides an added layer of security for your organization’s most sensitive secrets.

Document scanning is not just a matter of reducing the amount of office space devoted to file cabinets or preventing paper cuts – it affects almost every mission-critical area of your business, from customer service to sales to regulatory compliance. No matter what industry or what size of organization you’re in, chances are your business can benefit from converting more of your documents to digital format.

The 5 biggest benefits of document scanning was posted at Imaging Services Blog. | http://www.imagingservices.com/blog

Mishandled paper documents are still a leading cause of data breach. According to a recent white paper from intimus Security Consulting, “most companies have suffered a data breach, and half of those data breaches were due to paper.” The Ponemon Institute surveyed over 800 professionals in the fields of IT, information security and compliance, and 80% of the survey respondents said that their companies had experienced a data breach, and that 49% of the data breaches were due to lost or stolen paper documents.

Here are just a few recent examples of paper-related data breaches:

• Four Massachusetts hospitals suffered data breaches when a billing company dumped thousands of pages of confidential patient information – including names, diagnoses, Social Security numbers. At least 20,000 patients are likely to have been affected by the breach, which occurred when a former employee dropped off the papers at a recycling center without shredding them first.
• Another hospital was prompted to provide free credit monitoring to thousands of its patients, after a former employee who was part of an identity theft ring allegedly stole thousands of paper data sheets containing confidential information.
• At least 27 percent of the data breaches disclosed publicly in 2009 stemmed from paper documents that were lost, stolen, inadvertently distributed or improperly disposed of.

Why is paper so vulnerable to data breaches?

Paper documents can more easily lead to problems than electronic information. One of the biggest reasons is that computer systems are usually monitored for suspicious activity and have sophisticated controls to keep unauthorized people off of the network.

Paper is often stored using old methods that do not have a high level of security – with electronic information, there are “alarm bells” that go off when someone authorizes a sensitive part of the network; with paper documents, it’s all too easy for vital information to just silently disappear out of the building.

Lessons from the Iron Mountain fires

In 2006, Iron Mountain had a major problem when fires at two of their storage facilities destroyed thousands of pages of their customers’ archival files. Paper archives are vulnerable to inadvertent physical destruction in a way that electronic information is not – if you scan your paper documents and store them electronically, you can always have a back-up copy.

For storage facility providers, legal liability in the event of loss or unintended destruction can be significant. Over $65 million in lawsuits were filed as a result of a fire in 1997 at a facility owned by Diversified Records Services, Inc., when that organization’s clients lost hundreds of thousands of boxes containing paper records.

The cost of misfiled paper

A related problem with paper archives is the cost and inconvenience of misfiled paper. Although it doesn’t create the same problems as an intentional data breach, misfiled paper can create costs and hassles of its own.

Consider these statistics from Greenbill on the hidden cost of paper files:

• 7% of paper documents are permanently lost.
• Companies typically misfile up to 20% of their records.
• Each misfiled document costs companies an average of $120 in labor and lost productivity.

The case for document scanning

Paper is not going away anytime soon. However, companies can avoid the costly process of recovering from a data breach – and minimize their daily hassles in dealing with misfiled paper – by adopting a systematic document scanning and conversion process for their old files.

Instead of an antiquated paper filing system, your company could have a compact, searchable, up-to-date digital archive of all your old files, available at the click of a mouse.

More companies are likely to convert their documents to digital format in the years to come. Paper is too risky, too slow, and too expensive. In many ways, it’s easier and more cost-effective than ever before to convert paper archives to digital.

Want to stop data breaches? Start scanning your paper documents. was posted at Imaging Services Blog. | http://www.imagingservices.com/blog

Ever since events like September 11^th and Hurricane Katrina, contingency planning and disaster recovery have been at the forefront of many executives minds.  Often, it’s not just the big disasters that lead to crucial data loss.  Many times it’s simple things like misfiled and lost documents, flood or fire damage or even destroyed and deleted files that can lead to time-consuming problems. Digital document imaging can step in and digitize all of your traditional paper-based information.  There are a plethora of options as to how you can safely store all of your data in multiple hard-drives, servers or even back-up copies online.  Now, in the event of any kind of disaster, the back-up copies of all your crucial information are able to be restored quickly, efficiently and with no data loss.

Since 1975, microMEDIA has been in the business of document imaging even before digital document imaging came to the forefront of operations back in 1987.  Here are some of the special services you can take advantage of to ensure that your company is ready to handle and leap over any disaster or hurdle that might step into your way:

• Systems design and development
• Conversions performed on-site at client locations
• Integration with operational systems
• Web-based document management
• Redundant storage of client vital records
• Vendor independence – we interface with all imaging systems

Are you ready to learn more about how you can successfully create contingency plans and set up a proper disaster recovery plan?  Visit microMEDIA and check out all of the scanning services we offer.  Whatever your goals, whatever your current disaster recovery solutions, digital document imaging can step in and alleviate the costs, the wasted time and the nightmare of data loss.

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Disaster Recovery – How Digital Document Imaging Can Help was posted at Imaging Services Blog. | http://www.imagingservices.com/blog

Besides the benefits of cost reduction and space conservation, digital imaging is the number one way to avoid document duplication.  Paper files often lead to multiple copies, via copy machine, fax or printer, leading to stacks of paper spread over multiple locations.  The amount of space needed for filing cabinets and storing boxes in back rooms is drastically reduced using document imaging.  This creates additional employee workspace or incremental storage while housing all critical files in a single location, readily available to any employee.

The expenses of duplication can exceed what most people would believe, including the cost to store paper to even heating, air conditioning and cleaning costs required to maintain storage units and rooms.  By not choosing to image your documents, you’re spending more money than ever necessary.

Are you ready to make the switch and put an end to document duplication?  Find out how when you discover the scanning services microMEDIA has to offer.  Whatever your goals, document imaging can alleviate costs, waste and the storage issues associated with paper-based offices.

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Document Imaging & the Death of Duplication was posted at Imaging Services Blog. | http://www.imagingservices.com/blog

In fact, the Labor Department recently reported that in 2009, worker productivity rose 5.8% — the largest increase in seven years – meaning less employees are working harder.

One solution for maximizing business success with fewer resources and employees is to outsource document imaging and management.

Outsourced document imaging services allow businesses to refocus valuable personnel time to tasks more relevant to the actual job and company’s bottom line.

Outsourcing also ensures valuable company documents and files will be centralized and handled securely. Here are 5 additional ways a document imaging vendor can improve you business:

1. Focus employees more strategically. Outsourced document management directs employees away from support activities, allowing them to focus more directly on core business goals.

2. Free up management time. A document imaging service can assume control of all document activity and execution, freeing up management to focus their efforts on more pressing tasks.

3. Reduce expenses. Allowing a single document imaging provider to handle scanning needs will reduce time and money spent on document training, procedures, etc.

4. Improve quality. A document imaging service provider is solely in the business of document storage and management, so businesses can expect higher quality work.

5. Allow flexibility. A document imaging service can also help manage times of heavy workloads, and cost is generally reflected in the amount of work done.

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5 Ways a Document Imaging Service Can Improve Your Company’s Potential was posted at Imaging Services Blog. | http://www.imagingservices.com/blog

When choosing a document imaging service, it’s important to consider several key factors to ensure safety and security.

Here, we’ve identified the five tips to verify that a document imaging service provider can protect sensitive files and records:

1. Verify that the provider is SAS 70 Certified. This certification represents that a service organization – like a document imaging service provider – has withstood an in-depth audit of their control objectives and control activities. In addition, organizations should be compliant with all relevant government regulations, including Sarbanes-Oxley, Gramm-Leach-Bliley and HIPAA.

2. Ensure the provider’s conversion process is meticulous. Documents should be segregated, identified and tracked through every step of the conversion process.

3. Make sure documents are secure with the provider. Work performed at a servicer’s facility should be maintained in access-controlled areas.  Files should be accessible on a “need to know” basis by employees of the document imaging service. In addition, strong passwords, timed log-offs, restricted Internet access and other policies should be in place.

4. Discuss the backup plan in the event of an emergency. Document imaging data should be consistently backed up and distributed across a redundant disk library. In addition, full system backups should be conducted on a regular schedule, including offsite software program maintenance.

5. Ask about the document imaging provider’s employees. It is important to find out how the provider hires and pre-screens employees.

By following these five tips, businesses can open a discussion with document imaging providers and determine which best suits their individual needs.

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5 Tips to Ensure Your Document Imaging Service Meets Your Security Needs was posted at Imaging Services Blog. | http://www.imagingservices.com/blog

Of course, not all organizations are challenged with protecting their data from insurgents. But the military security breach does bring up a serious question for organizations in all industries: Is your data safe?

For industries ranging from healthcare to banking, a sizable amount of documents scanned and filed involves sensitive personal data. Organizations must take all possible security precautions to protect digital information involving corporate, medical and financial data.

Below are 4 requirements all document scanning and management systems should meet to keep data safe:

1. Protection From Unauthorized Parties: Document scanning services should provide high-security password protection for document management systems. Access is given only to those who can provide authentication and have a secure Internet connection. Organizations should be able to determine who does and does not have access.

2. Protection From Natural Disasters: Secure web-based document management systems should not only protect data against unauthorized parties, but also natural disasters. To mitigate the risk of losing vital information as a result of a fire or flood, document hosting services create backup copies. This keeps information accessible and safe no matter what situation arises.

3. Protection From System Crashes: In the event of a system crash, backup of electronic information is of utmost importance. Organizations should look for a document scanning services provider that ensures online backup, offsite storage and rapid recovery.

4. Protection From Internal Security Breaches: It is the responsibility of the document scanning service to properly screen employees – and ensure client documents and images are seen by employees on a “need to know” basis. In addition, strong passwords, timed log-offs, restricted Internet access and other policies can help ensure tightly regulated computer usage.

When it comes to protection of critical data, it’s not just important to ensure no paper copy is unprotected. Document scanning systems must also ensure all information is backed up and protected from every threat – both natural and manmade.

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Top 4 Security Requirements of Document Scanning Systems was posted at Imaging Services Blog. | http://www.imagingservices.com/blog

1. With digital conversion of documents, organizations can reassign filing and clerical personnel to more important and productive tasks.

2. There is no chance for lost documents once the documents are in digital form, as information is digitally stored and backed up.

3. Organizations can save on time needed to search for paper documents, copy information, fax information and re-file documents.

4. In the unfortunate scenario that disaster strikes, backed-up digital documents can ensure business continuity.

5. In some cases, digital records are mandated by law.

6. Organizations can save on the costs of recreating vital documents.

7. Investing in document scanning ensures that when supporting documentation is needed for litigation, proof of ownership, or tax filings, an organization will not incur a penalty.

8. With digital records and documentation, organizations can save on audit expenses.

9. Digital records allow organizations to provide immediate responses to customer inquiries – thus improving customer satisfaction.

10. With digital records, organizations can save on the cost of paper, file cabinets, file folders, floor space, copying and warehousing.

Discover more about digital conversion, document imaging & scanning services.

Top 10 Reasons to Invest in Digital Conversion for Documents was posted at Imaging Services Blog. | http://www.imagingservices.com/blog

Financial returns, increased security, improved business continuity, environmental benefits—your decision to go paperless in the office could be based on any number of reasons. But whether your goal is a completely paperless office, or you’re looking to convert a few sets of paper documents to digital files, outsourcing document scanning tasks makes even better business sense.

Here are the top 4 reasons why it’s a smart decision to outsource:

1. Flexibility. Some document scanning services offer the option of scanning at their own facilities or on-site scanning at the client’s facility. Also, a high-quality service can quickly respond to both peak loads and slack times by either adding equipment and personnel or reassigning technicians.

2. Personnel savings. Your business can save time and money by not having to hire or assign employees to scan documents either on a full-time or part-time basis. Instead, you can focus the time of your valuable employees on other, more strategic areas. Plus, you can conserve managers’ time since they won’t have to oversee document scanning tasks.

3. Equipment savings. By outsourcing document scanning tasks, your business won’t need to invest in potentially costly equipment. A reputable scanning service will have all the latest equipment, tools and systems.

4. Higher volume and quicker speed. A top-notch document scanning service will have well-trained personnel and all the necessary equipment. So they can complete tasks quicker and more efficiently than if your business were to scan in-house.

Once you’ve made the decision to outsource scanning tasks, the next step is to choose a reliable and trustworthy vendor. But with so many document scanning services out there, how can you distinguish the good from the bad? Digital asset management expert and blogger Henrik de Gyor offers a few tips on choosing a vendor:

• Test with a true sampling of your various assets.
• Check to see if the vendor delivers consistent quality.
• Inquire about turnaround time (how much the vendor can handle within a reasonable timeframe).
• Ensure the vendor has enough staff to handle your volume.
• Search for reviews to get a sense of the vendor’s reputation.
• Learn the costs and how the vendor charges (per job, per hour, per asset, etc.)

On a scale of 1 to 5 (1 being the least effective, 5 being the most effective), how effective were these tips in helping you select a vendor?

Top 4 Reasons to Outsource Your Document Scanning Tasks was posted at Imaging Services Blog. | http://www.imagingservices.com/blog

1. Compliance

2. Cost Savings

3. Operational Efficiencies

If you answered, “B. Cost Savings,” you are correct. Compared with recent years, cost savings has taken a clear lead over compliance as the main business driver for investments in document and records management, according to AIIM’s State of the ECM Industry 2009 report. Other findings include:

• 28% of organizations would take more than a month to produce documents for a legal discovery process.
• Records managers are often left out of the equation. In 36% of large organizations, IT manages the SharePoint rollout with no input from the records management department. Another 14% admits no one is in charge and it’s completely out-of-control.
• Paper documents are still much better managed than electronic files. SMS/text messages, blogs and wikis are largely off the corporate radar in 75% of organizations. Their lack of inclusion in the corporate archive is a major risk.

Discover more about document and records management solutions, including Web-based document hosting and management.

What’s the Main Business Driver for Document and Records Management? was posted at Imaging Services Blog. | http://www.imagingservices.com/blog