Insurance, healthcare, and financial organizations specifically, should review whether or not the data they handle is fully compliant. Organizations in these sectors handle a great deal of personal data on a daily basis – from patient records to sensitive financial information – and more often than not, this data is in physical paper format, which can pose a number of compliance risks if handled incorrectly.
All patient data must be compliant with the principles of HIPAA and retention periods must be applied. It is also equally important that data that is no longer required is securely erased regardless of whether it is in paper or digital format. There has been an increase in a requirement for ‘lift the lid’ projects where boxes that have been stored in archives, in some cases for decades, are being retrieved for an inventory to be created of its contents allowing organizations to apply retention and take appropriate action.
However, doing all of this as a manual process and with paper records can become increasingly overwhelming. Scanning your business-critical documents can help you manage your sensitive data much more easily. Additionally, digitized documents will make it easier for your organization to conduct audits on what information is being stored, for how long and when and if it needs to be destroyed.
Organizations are under immense pressure to enable customer-centric growth through strong relationships with customers; whilst simultaneously delivering continuous improvement through the effective use of technology to improve the customer experience. There are many ways to achieve this, one of which is to deliver a digital transformation program in your organization, however, the fastest and most cost-effective way to start is with a document scanning solution to digitize documents.
The threat of constant new entrants and disruptors to the market who provide aseamless digital customer experience offers up a challenge to other organizations to transform and bring themselves into a new digital era.
It’s clear that paper processes are outdated and inevitably slow down customer experience.
Digitization of documents is not only a gateway into introducing more digital processes resulting in improved organizational efficiency and cost-savings but can also improve the customer’s experience, thus giving you a competitive advantage.
Which type of document scanning is best for your business?
If your organization has the capability to scan a high volume of documents in-house, then this is certainly an option to consider. However, many organizations will have a number of legacy and active documents that need to be scanned and standard multi-functional devices found in most office places are limited and slow.
As part of this you need to have the following:
For digitized images to be legally admissible in court, you will need to scan at an appropriate resolution
“By outsourcing you are handing over a huge administrative task to professionals.”
Your other option is to outsource document scanning to professionals who have the knowledge, experience, and skills to undertake large-scale projects. Outsourcing is usually recommended for large-scale digitization projects and is generally faster and more affordable than trying to do it in-house.
It is important to select an outsourcing company that understands your sector and all the compliance and regulatory nuances that really matter to your organization.
“Outsourcing” may sound like a risk in that you will be handing over important and private documents in order to digitize, however, your organization can gain some much-needed value and benefits:
Easier to plan and budget
More businesses are being driven to pick up the pace of their digital transformation projects. As such, it means looking at different types of solutions that can assist in digitizing various processes. One of the solutions being adopted is document scanning.
However, there are different ways to achieve digitization of your mission-critical documents, two of which are bulk document scanning and scanning your documents ‘on demand’.
In order to understand whether you need bulk scanning or a scan-on-demand solution, you should ask yourself the following:
Learn how bulk document scanning and digitization will benefit your business. Request a quote from our experts today.
We are the leading provider of document scanning and digitization services. We have the capacity to provide bulk scanning digitization and data capture services, fulfilling high-volume requirements for our clients.
Digitizing hundreds of millions of documents annually means we have transformed analog communications into digital data through our specialist scanning facilities and over a decade of experience.
We have not only helped our clients become paper-free, but we have also: