Today, there are more and more businesses are scanning documents and going digital. However, this raises a new question—what are you options for disposing old paper copies?
It’s most common to shred documents by yourself or through a shredding service before you dispose them. However, instead of having to do it yourself, a scanning providers can handle the shredding for your old documents.
Learn more in this video or the transcript below about the top reasons and benefits of combining scanning and shredding.
Top Reasons Why Companies use Scanning
Surprisingly, employees spending 10-15 minutes per day finding and refiling paper records adds up fairly quickly. Additionally, the amount of time in the year and number of employees can quickly stack up. Scanning helps to reduce wasted time, and encourage efficient behavior in the workplace.
Office real estate is a valuable commodity. Additionally, everyone is looking for the best bang for their buck. Scanning decreases the amount of storage space for the papers.
By scanning records, this opens a lot of old space for storing other things. Additionally, you can use the space for more efficient purposes.
Considering data theft and breaches, digital document management systems (DMS) can provide extra securities like file encryption and tiered access controls. This helps to strengthen security around the office because files are not lying around. In addition, the files are more secure digitally because of passwords and encryption techniques.
When it comes to document management, compliancy laws, including HIPAA and FACTA, have specific requirements. Additionally, this includes retention tracking that digital document management systems can help to simplify.
The Scan & Shred Process
A provider can help the process of transferring documents into digital. Additionally, there is a correlation with document management projects. Scanning, storage, and shredding go hand-and-hand. Documents are not physically needed after the scanning process. This is where shredding comes into play.
While it’s a benefit that’s often overlooked, most scanning facilities either have an industrial shredder or partner with a shredding provider. Additionally, this means once after scanning the provider can take care of the shredding as well.
- You collect the records you need scanned.
- Records are taken to an off site scanning facility
- Records are scanned and OCR & redaction software is applied
- New digital files are implemented and indexed in a DMS
- Old paper copies are shredded—many facilities have industrial shredders on site
The Benefits of Shredding Plus Scanning
Scanning Besides the convenience of digital documents, scanning streamlines security steps like shredding since providers already have an on-site industrial shredder.
Scanning removes multiple costs like storage space, time, and basic resources like paper. By having a scanning provider shred your files, you’ll save on other costs. Additionally, this includes the time to shred and space to store scanned paper.
Safety & Security
Scanning opens the door to extra security like encryption and access controls. After scanning, the files are shred right after. This drastically reduces chances for data theft and exposure.
What’s Your Plan for Shredding What You Scan?
Shred Nations partners with reliable scanning and shredding providers across the United States. To start the process, fill out our form, give us a call at (800) 747-3365, or contact us directly with our live chat. Afterwards, you’ll receive a free, no-obligation quote from providers in your area.