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The Paperless Office in Rochester

paperless files in rochester new york

The storage required for paper documents grows at a rate of 20-25% every year. The paperless office is an ultimate dream for Rochester businesses—but 95% of them still have their documents and company information laying on desks or filed away in cabinets.

Papers pile up, and more and more filing cabinets are added, and all of a sudden one of your offices is utilized specifically to store your files, creating a host of problems for businesses.

Digital documents are easier to access, eliminates the chances of older versions of documents getting out in the open, and optimizes document flow through your business.

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

In most cases, when businesses make the decision to “go digital,” they hire a professional document scanning service to convert all their hard-copy paper records into electronic versions.

Converting to a paperless office might not be as easy as you might think. There’s a chance you’ll come across some issues- but this checklist will help you avoid some of the pitfalls associated with converting to a paperless office. Answer the questions and make well-informed decisions.

  • How much productivity do you lose shuffling through stacks of paper?
    Electronic documents eliminate wasted time and optimize the document flow in your office.  A paperless office makes finding documents easy- and there’s no longer a need to ensure that the correct paper document is in the right place. 
  • Is hiring a Rochester document scanning service an effective solution for you?
    There’s a lot involved with making your existing system paperless—from offsite document storage, required upgrades, ongoing costs for scanning, and other things you need to make the system functional. Be sure to consider how many documents you want to convert—the more documents you have, the more your project will cost.
  • Are your confidential files and documents that contain personal or critical business information secure?
    If you’re concerned about data breaches, an electronic document management system can be one of the most reliable systems for your office—if you take the proper precautions.
  • Will your digitized documents be easier to use?
    Generally, a digital system will be a vast improvement compared to your hard-copy filing system. You can eliminate version control issues and utilize indexing to make documents easier to find and distribute.

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 (585) 672-6507 or fill out the form to the left.

Federal Laws that Encourage Electronic Document Storage

Federal laws aimed to protect digital information encourage safe paperless offices in Rochester.

There are several laws that have been introduced to ensure that Rochester and nationwide businesses take proper precautions to protect employees and customers’ personal information- Sarbanes-Oxley, FACTA and HIPPA. Here’s a brief explanation of how these laws encourage you to convert to electronic document storage and management sooner rather than later:

  • The 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.
  • In 2002, the federal government introduced the Sarbanes-Oxley Act which requires businesses to properly maintain financial records. 
  • In 2003, Congress passed the Fair and Accurate Credit Reporting Act (FACTA) which also requires businesses to properly safeguard and store personal information and properly destroy them.

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.

Consider this- just one hard drive holds millions of pages of documents- which equates to hundreds of four-drawer file cabinets. Let Richmond Document Scanning help your business make the transition today! The cost of document scanning is minimal to the time and space you’ll save your business year over year.

Ready to Make the Change to a Paperless Office? Rochester Scanning Can Help!

Let a professional, secure company and staff take the hassle out of your move to a paperless office. Rochester Scanning has the manpower to quickly perform the indexing, scanning, and post-production work to get your office into digital documents. We can even help you convert text via optical character recognition (OCR) software to allow you to edit the documents or redact private information to protect your customers.

If you’re interested in converting your documents and records to digital format, let our experts know! Fill out the form to the left, or give us a call at (585) 672-6507.

Rochester Scanning
28 E Main St
Rochester, NY 14614
Phone: (585) 672-6507