Digitizing of content ensures that data is stored in a secure manner and easily accessible when one needs it. There is a need to instill self-discipline when it comes to managing digital content. Otherwise, those physical files will accumulate once again. Once started, the digitization process becomes a routine. For instance, whenever new paperwork comes in, it is immediately dealt with, the irrelevant paperwork is shredded, and those which are crucial are scanned for future use. It is also important to destroy papers which may contain highly sensitive information. This is the kind of guidance you will get when you visit Konica for document management services.
Content Digitization Tips
Where Do Companies of This Nature Start?
Before document management companies initiate the process, they will engage you on a general overview of the file formats you should incorporate in your organization. You should go for those formats which are compatible with the major operating systems used on computers and mobile devices. For example, documents digitized and stored in PDF form will be accessible on devices operating on the Windows, Android and Mac OS platforms. The PDF format allows for the incorporation of tags, which will come in handy when searching and tracing specific files in the future.
It is easy to mitigate data destruction or disappearance of these digital file formats. One way to tackle this is by making more than one copy of these files and storing them at different places. When you store them on a local hard drive, the information is easily retrievable from the workplace. That which has its copy synced with cloud service subscriptions is more secure in case things like fires and floods wipe out data on local files. The copy stored online remains untouched until that moment when you get new computers and download them back again. Digital files stored on the cloud also minimize the need to have large storage facilities like servers and hard disks.
What to Keep and What to Destroy
You need to ask yourself how easily it is to retrace or generate a document that you are unsure of whether to keep or dump. If your answer is hard, then it is only wise to save that particular file. Document management companies will advise you that for a corporation, the documents you do not want to be lost include contractual agreements which could bring forth legal tussles in future. Receipts of utility bills from companies which provide basic services to your business can be shredded, if at all there is a provision of downloading them from their websites. Tax documents are a must keep. This should be accompanied by scanned images of the original documents.
When starting digitization afresh as a company, it is advisable to tackle processes department by department. Key sectors like accounting are given first priority in order to make the transition smooth, both for the company and the employees therein. No one wants a situation where the workforce feels like it is in the dark, unable to catch up with the mutating trend of file management.