Do You Make These Mistakes With Your Paper Document Management?

 

Q: Do you transmit customer data over plain text email?

A:When was the last time you attached customer information to an email and sent it off to somebody who requested it? This is a huge mistake nowadays.

Q: Do you have stacks of customer files sitting on desks?

A: Stacks of customer files on desks (or under, around, or in desks) makes for an unsecured situation. Imagine a virtual 'desk' that you could access via secured log in. That would help you breathe a little easier.

Q: Are your company file cabinets accessible by almost anyone?

A: What's the 'worst case' scenario for your company files? Someone walks away with a bundle of customer files under their arms? They steal your customers identities? You need to be compliant NOW with federal and state regulations such as Sarbanes-Oxley, the GLB Act, HIPAA and any other regulations that cover your business!

Q: Do you archive data in an unsecured building 'off-site'?

A:Same scenario as above, but someone breaks a window and walks off with a bundle of customer files. Do those files contain 'trigger data' that you are required to protect?

Q: Do you have any idea what 'trigger data' is?

A: We hope you do, but it's no problem if you don't. Scan123 can help you to understand how to handle your data safely, and get you going on you Electronic Document Management today. Follow this link to www.Scan123.com now.

 

The top 5 questions you need answered when going to Electronic Document Management

 

Q: I'm handy with stuff. Can I do this effectively by myself?

A: No. There's just too many considerations such as data security, compliance with federal and state laws governing customer information, etc. You'd need a degree in computer science and a year to build a system that would do everything you needed it to do. Don't re-invent the wheel.


Q: Are there systems out there now that are easy to implement and use on a daily basis?

A: Yes, but there are some very cumbersome, expensive systems too. Be sure to ask what the brain damage and expense is to get started and use it.


Q: How much does it cost to go paperless?

A: A Paperless Office should cost considerably less than traditional paper filing, storing and retrieval. Costs would include the scanners, necessary software and training for complete electronic document management for any type of business. Use this calculator to see what you are spending now, not being 'paperless'. The payback (ROI to go paperless) should be in 1 to 3 months to break even (if you implement the right system).


Q: Do you own your data if you use an outside company?

A: In most cases, yes, but with some companies that provide these services, you may have to pay a hefty price for your data if you leave them. Be sure to ask this question up front as you look for a provider of this service.


Q: What happens to my data when I leave a company that provided my Electronic Document Management system?

A: In many cases you will be offered a total 'back up' for a price. Find out what that price is up front. Then in the same breath, ask them if you will be able to access and read your data. Some companies provide you your data in non-proprietary formats such as .pdf, some don't.

 

Knowing the answers to these questions are critical to your decision to go paperless. If you would like to see a system that answers all these questions favorably, please go here.