Paperless Office in Lafayette

Is Your Office in Lafayette Going Paperless? Answer these Questions First

Let Lafayette Scanning & Imaging help you make well-informed decisions- the transition to a paperless office will be easier with some research and an understanding of how you should tackle the conversion process.

Is hiring a document scanning service an effective solution for you? This usually depends on the number of documents you need converted. Consider all the variables, including document storage costs, ongoing costs, and required upgrades to make the system functional.

Do your employees spend a lot of time shuffling through stacks of paper? Electronic documents eliminate this wasted time and help optimize your document management program.

Do you spend money on paper, postage, ink and other supplies each month? Every time you send an email, you’ll eliminate the cost and time it takes to mail or distribute a hard-copy document.

How secure are your confidential files and documents that contain personal or critical business information to be more secure through document scanning and electronic storage? Low tech hacks where corporate spies copy or steal paper documents is a lot more common than you might think.

Will your new system be easy to use, and will your employees find it easier to use digitized documents? Eliminate the need to figure out which document is most current- implement version control and indexing to make documents easier to find and eliminate the chance of an older version of your million dollar contract getting to your client.

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 (917) 338-1848 or fill out the form to the left.

Federal Laws that Encourage Electronic Document Storage in Lafayette

There are several laws that have been introduced to ensure that 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:

• Back in 1996, the Health Insurance Portability and Accountability Act (HIPAA) addressed 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 required businesses to properly maintain financial records- including the ability to retrieve them when required.
• In 2003, the Fair and Accurate Credit Reporting Act (FACTA) required a business to properly safeguard and store personal information of employees and customers- and make sure that they’re destroyed properly.

Most offices operate under a mountain of paper documents, which makes it next to impossible to comply with these laws without dedicating a significant amount of resources to organizing files. The storage required for paper documents grows at a rate of 20-25% every year.

Going paperless helps reverse that trend, but document retention requirements still mandate that certain documents need to be retained. Let Lafayette Scanning and Imaging help you make the transition today!