Do you know where all your documents live in your file system? Do you know who has access to documents? Can you easily manage retention schedules, when documents are scattered across your network? If you answered “no” to any of these questions, then it is definitely time to consider Document Scanning.
One of the biggest concerns of document management is document security. Manual workflow processes are not equipped to ensure security. Physical paper files can easily end up in the wrong hands, compromising confidential company intelligence. In this era of data breaches and hackers, it is critical for your company to implement proper security measures, so your documents are protected. In offices with paper files, loose documents can easily become misfiled, lost, or end up in the wrong hands. When your company digitally scans your paper documents, you will gain a comprehensive security system that protects your files at every step of the process. Once scanned, digital documents will be far easier to maintain than file cabinets of physical documents.
Document Scanning will allow your team to manage retention schedules, ensuring that critical documents are retained for a set amount of time. Easily define your own compliance standards.
Reduce On-Premise Security Expenses
The more paper documents you have onsite, the more money you have to spend on various security features and equipment. As your paper document volumes increase, your company needs to spend money on locks, cameras and alarms. Document Scanning will eliminate all these security expenses, providing your company with efficient, digital security.
Encryption is when documents are encoded, so that only authorized users can gain access with a password to view the decrypted document. After scanning, your records will be encrypted and digitally routed to your content repository. Document encryption, along with passwords, will greatly reduce the risk of your documents being compromised, ensuring that documents are only accessed by authorized users. Moreover, document encryption will add an extra layer of security to your document routing process.
If your office is not equipped with a storm-proof svault to protect your paper documents, then your company files are susceptible to any natural disaster that may occur. Paper documents and company archives can easily be destroyed in a flood, fire, hurricane or blizzard. Document Scanning means that your files will exist in a digital format, safeguarded from any harm that could easily destroy paper documents.
Any office employee can attest that it is very difficult to track paper documents. A sensitive paper document can easily end up in a place where it shouldn’t be, or end up in the hands of an unauthorized employee. When your company files exist in a digital format, it is easy to track routing and access. All document access will be digitally monitored and tracked.
Reduce Document Exposure
Any document that is exposed in an office can be compromised. Therefore, documents that aren’t securely stored can essentially be viewed by anyone. Manual document processes typically involve lengthy file cabinet retrievals, meaning some documents are exposed for long periods of time. For compliance-heavy offices like healthcare and finance, document exposure is a substantial liability. Document Scanning will reduce the amount of document exposure, increasing document security.
Document Scanning is an efficient way to prevent data loss. Physical copies of documents cost companies time, ink and paper. While paper documents can easily become lost or destroyed, digital documents will always exist in a digital repository, always providing backup. Digital documents are far more secure than their paper counterparts.
All facets of InStream’s solutions are devoted to security. From our hardware-secure facility, to our SOC compliant cloud solutions, security is our top priority.
Contact InStream today for more information.