Paperless Office in Durham

Does Your Business Want to Go Paperless? Answer these Questions First

Converting to a Durham paperless office might not be as easy you might think. You might have some compatibility issues or other problems migrating from your traditional filing system.

This checklist should help you make some well-informed decisions on if a paperless office is something that you should invest in for your business.

• Is hiring a document scanning service a cost-effective solution for you? This usually depends on how many documents you want to convert.
• Are you going to save a significant amount of money spent on paper, postage, ink and other supplies each month?
• Will it be easier to access documents through an electronic management system than through the system you’re using now?
• How much time to do you spend shuffling through stacks of paper? Will electronic documents eliminate some or all of that?

If you can answer all these questions with confidence, then you’re ready to go paperless! If you have questions or want more information, give us a call at (919) 666-2260 or fill out the form to the left.

Federal Laws that Encourage Electronic Document Storage: 

There are several laws that have been introduced to ensure that businesses take proper precautions to protect employees and customers’ personal information. Here’s a brief explanation of how these laws require businesses to convert to electronic documents:

• In 2002, the federal government introduced the Sarbanes-Oxley Act which requires businesses to properly maintain financial records and retrieve them when required. Electronic documents make this process painless.
• In 2003, Congress passed the Fair and Accurate Credit Reporting Act (FACTA) which also requires businesses to properly safeguard and store personal information of employees and customers and properly destroy them. 
• The third major act which compels companies to store information electronically is the Health Insurance Portability and Accountability Act (HIPAA) of 1996, which addresses the security and privacy of health data. The standards are meant to improve the efficiency and effectiveness of the nation’s health care system by encouraging the widespread use of electronic data.

Most offices use tons of paper documents in their daily operations. Employees, offices, and official archives all maintain files, which causes the storage required for paper documents to grow at 20-25% every year.

To help meet their storage needs, many companies look to offsite storage to store their company documents. This solves the storage problem but can be very costly depending on the size of the business.

In most cases, when businesses make the decision to “go digital,” they hire a professional document scanning service. Digital documents are easier to access and helps to optimize document flow through your business. Let Durham Document Scanning help your business make the transition to paperless today!