Recordsforce Blog

5 Most Commons Fears About Going Paperless & Breaking Down Those Barriers

Posted by Recordsforce on Sep 8, 2022 3:43:00 PM

According to a Xerox study, “80 percent of companies want to create paperless processes and workflows. Unfortunately, the Sierra Club coupled with Reduce.org, are quick to point out that the average office employee still uses an unprecedented 10,000 sheets of paper per year” (integrify.com). This clearly shows that businesses are interested in making the change to a paperless office, but fear and concerns are holding them back. Here are the top five most common fears about going paperless and why you shouldn’t be afraid to take the paperless leap.  

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Topics: #Scanning, #Digitization, Scan, Documents, Security, Paperless, Digitize, Automate, Efficiency, Document Storage, Document Management

9 Myths Debunked - Why Businesses Don't Outsource Document Scanning

Posted by Recordsforce on Jun 23, 2022 1:28:53 PM

Even though it has been proven that statistically, outsourcing your document scanning and management helps to cut costs and improve efficiency, many businesses are still skeptical of outsourcing their document scanning needs or are just holding onto their manual paper processes for dear life. This is a large waste of resources and money, because according to PricewaterhouseCoopers “the average company spends $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 to reproduce a lost document. Meanwhile, companies lose one out of every 20 documents, and spend 25 hours recreating each lost document.” Don’t buy into the typical myths about outsourcing your document scanning, we are here to debunk them for you. 

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Topics: #Scanning, #Digitization, Scan, Documents, Security, Compliance, Backfile, Store, Digitize, Automate, Efficiency, Storing Documents, Document Storage, Cloud Services, Document Management, document scanning company

What Is The Average Cost of Document Scanning?

Posted by Recordsforce on Feb 23, 2022 9:37:58 AM

On average, a document costs $0.08 to $0.13 to scan, making the cost of scanning a standard bankers box of documents about $250. However, the cost of scanning documents all depends on how many documents you have, the type and size of the documents you want to scan, and even more so by the level of effort it takes to prepare your files for scanning. Here are some other factors that may alter the cost of document scanning.

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Topics: #Scanning, #Digitization, Scan, Documents, Digitize, Outsourcing

How To Prepare Your Documents For Your Document Scanning Project

Posted by Recordsforce on Jun 30, 2021 10:51:20 AM

Finally getting rid of all your paper documents is exciting and can make your workplace more organized and efficient without all of that wasted money and space. Moving your documents into a document management solution, like Recordsforce Cloud, will give you fast, easy and secure access to your documents. However, once the document preparation process has started, most businesses realize they have a lot more documents than they originally thought. If documents are not properly prepared, it can delay the delivery of accurate work to the subsequent processes of digitizing the documents. There are a few things you can do to help prepare your documents for scanning, which will not only streamline the process and allow us to input your documents faster and avoid potential issues, but will also save you costs in outsourced document preparation. 

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Topics: #Scanning, #Digitization, Organization, Scan, Documents, Backfile, Digitize, Automate, Efficiency, Outsourcing

Aperture Cards: What Can You Do With Them?

Posted by Recordsforce on Feb 23, 2021 9:23:53 AM

In a past world, aperture cards were an extremely useful form of microfilm for archiving important information.  You may have seen these types of cards in engineering or building departments, as there were certain advantages to using this type of technology to archive engineering drawings or building plans.  Aperture cards have a projected 500 year lifespan, and they are human readable, which prior to computers made them a very reliable and easily searchable form of archiving.   If you are unfamiliar, aperture cards typically look like a wide index card (approx. 7.5” x 3.25”) with a piece of microfilm mounted on one side and punch holes throughout the card. The punch holes are known as the Hollerith data and they represent important metadata, as well as card index information that would describe the specifics of the image without needing to actually look at the image itself.  

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Topics: #Scanning, #Digitization, Scan, Store, Digitize, Efficiency, Storing Documents, Document Storage

Why Business Transitions Are The Best Time To Go Paperless

Posted by Recordsforce on Feb 11, 2021 12:52:34 PM

Whether it be moving to a new building, adding more locations or taking over another practice, all transitions can feel pretty daunting. From moving high-value equipment and machinery, to relocating teams of employees, there is nothing simple or easy about these transitions. Even more daunting are the thoughts on how you’re going to move all of the key documents your business heavily relies on, either because you need them to complete daily tasks or because you are legally required to hold on to them. It’s important to have a plan in place to safely and securely relocate your documents. 

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Topics: #Scanning, #Digitization, Organization, Scan, Documents, Security, Compliance, Paperless, Filing Cabinet, Digitize, Automate, Efficiency, Document Storage, Work From Home, Remote Access, Remote Working

The Most Important Thing I Learned In My First Year In The Imaging Business: Document Scanning Services Have More Value (Still) Than I Ever Could Have Imagined

Posted by Recordsforce on Jan 19, 2021 7:53:31 AM

While paper has been successfully phased out for some businesses, there are more companies than I ever imagined still running on it. It’s not just your typical small businesses either.  Some of these are large operations running in 75 countries and doing it entirely on paper.  No matter how much technology we have access to, there are still companies running entirely off paper that is stored in boxes, cabinets, and shelves and then arranged into closets, cabinets, vaults, attics, and basements.  

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Topics: #Scanning, #Digitization, Organization, Scan, Documents, Paperless, Digitize, Automate, Document Storage

5 Reasons to Digitize Your Municipal Records

Posted by Recordsforce on Nov 24, 2020 9:11:50 AM

What do you think of when you think of your local city or town hall? Most people don't tend to think of a fast-paced, highly digitized environment. Especially not a place where they could skip the lines and take care of a task online. From car registrations to land record management, local government is responsible for providing documentation to its residents. However, keeping these documents as part of a manual, paper-based process increases the risk of loss, poor accuracy and storage and safety issues. Digitizing your municipal records, such as land records, assessing files, financial records and meeting minutes, can help you quickly become organized, efficient and in control of the tasks that occur daily at your city or town hall. 

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Topics: Storage, #Scanning, #Digitization, Organization, Scan, Security, Compliance, Paperless, Store, Digitize, Automate, Efficiency, Storing Documents, Document Storage, Work From Home, Remote Access, Remote Working, safety, covid-19, coronavirus

The Benefits of Outsourcing Your Imaging Services

Posted by Recordsforce on Oct 29, 2020 9:00:40 AM

Today, business is more competitive than ever.  The need to provide employees with the best tools to do business in a financially limited environment is a constant challenge.  The debate over “going in-house” versus “outsourcing” has run on for years with companies doing one or the other, or both.  For your business, the decision is even more difficult if you have an existing set of records and no equipment or expertise left in the office to handle the responsibility. 

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Topics: #Scanning, #Digitization, Organization, Scan, Documents, Paperless, Backfile, Digitize, Automate, Efficiency, Outsourcing

Should I Scan or Store My Documents?

Posted by Recordsforce on Sep 10, 2020 9:45:48 AM

If you have documents that you need to keep for regulatory or compliance reasons, you might have considered storing them off site or getting them scanned. Having a framework to help you make the decision as to which is best in what cases can be helpful in understanding when you should continue to store your documents and when scanning them would produce a return on investment.

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Topics: Storage, #Scanning, #Digitization, Organization, Scan, Documents, Paperless, Store, Filing Cabinet, Digitize, Efficiency, Storing Documents, Document Storage, Outsourcing