A Los Angeles paperless office is usually ideal for any business—but 95% of them still have their documents and company information laying on desks or stored in filing cabinets. Although they're easy to access, over time these papers pile up, more and more filing cabinets are added, and all of the sudden one of your offices is utilized specifically to store your files.
In most cases, when businesses make the decision to "go digital," they hire a professional Southern California document scanning service. Digital documents are easier to access and helps to optimize document flow through your business.
To learn more about any of the available services offered here at LA Document Scanning, simply give us a call at (310) 598-7350 or fill out the form to your right to request a FREE document scanning or storage quote today.
Is the Paperless Office Right for Your LA Business?
It's possible you'll come across some issues if you decide to make the transition to the paperless office for your business—but this checklist will help you avoid some of the pitfalls associated with the conversion:
- Is hiring a document scanning service a cost effective solution for you? This usually depends on how many documents you want to convert.
- Are you going to save a significant amount of money spent on paper, postage, ink and other supplies each month?
- Will file organization be easier by going paperless and making use of an ongoing scanning service?
- Will it be easier to access documents through an electronic management system than through the system you're using now?
- Will confidential files and documents containing personal or critical business information be more secure through document scanning and electronic storage?
- How much time to do you spend shuffling through stacks of paper? Will electronic documents eliminate some or all of that?
- How do you back up your business files now- what happens when the system crashes?
- Will your new system be easy to use, and will your employees find it easier to use digitized documents?
- Will record scanning save you considerable storage space in your office?
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 (310) 598-7350 or fill out the form to the left to request a free quote.
Federal Laws that Encourage Electronic Document Storage
- In 1996, the Health Insurance Portability and Accountability Act (HIPAA) was passed, which compels companies to store information electronically is of 1996, which addresses the security and privacy of health data. The standards are meant to improve the efficiency and effectiveness of the nation's health care system by encouraging the widespread use of electronic data in the US health care system.
- In 2002, the Sarbanes-Oxley Act was passed, which requires businesses to properly maintain financial records. That includes being able to retrieve them when required. This is significantly easier when the documents are stored electronically.
- In 2003, Congress passed the Fair and Accurate Credit Reporting Act (FACTA), which also requires business to properly safeguard and store personal information of employees and customers and properly destroy them. Obviously, if documents are systematically converted to a digital format, it is easier to store, retrieve, and ultimately destroy this sensitive information.
There are many Los Angeles offices which still operate under a flood of paper documents. Employees maintain a personal archive, each office maintains another archive, and then there is the official company archive on top of that.
The storage required for paper documents grows at a rate of 20-25% every year. In order to help meet their storage needs, many companies look to offsite document storage solutions 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 80 gigabyte hard drive can hold 2.7 million documents and costs only $120. To store the same amount of paper documents would require 68 four-drawer file cabinets, and the cost for one cabinet by itself is more than $120. With all this to mull over, it is no wonder that more and more companies are making the decision to go paperless, and at LA Document Scanning, we can help your business do it too!
Get Free Quotes on Document Scanning and Storage Services in Los Angeles, CA
To learn more about any of the available services offered here at LA Document Scanning, simply give us a call at (310) 598-7350, or just fill out the form to your left to request a FREE document scanning or storage quote today.