Efficient management of workplace documents is crucial for today’s business success. Scanning documents not only helps in reducing physical storage space, (cluttered file cabinets and overflowing store rooms are so 1999) but scanning enhances accessibility and security of vital business documents.
There are 5 essential key areas every organisation should focus on to maximize the benefits of digital documentation storage. At Get Me Sorted we are passionate about helping you and your business have success. We want to share how we view each aspects of scanning workplace documents to ensure you are both effective and compliant. Of course, if you need help or simply want to outsource this project or ongoing job, we are always here to help. Just reach out today. That said, let’s share our 5 key areas to help Get You Sorted.
1. Document Organisation and Preparation
We like to encourage clients to keep receipts and documentation organised and systemised from the beginning. Of course this is not always possible with the storeroom archived and office mess. It’s often been accumulating for years and time constraints in everyday businesses keep it ground to a halt, but now is the chance to create a system moving forward!
Categorisation
Grouping documents by type into folders of files. This will allow for a structured approach when looking for a hard copy document prior to scanning. Documents such as financial records, employee files, and client contracts should all have their own folder, file or tray. A structured approach also allows new or temporary team members a simple system to place documents into your system and prevent the misplacement of important documents.
Condition Check
Keeping documents flat and in good condition prior to digital scanning will speed up the process and avoid any jams or miss read data into the scanner. Staples, paper clips and bindings should be removed so that they dont jam, break or scratch the scanner during the scanning process. Any torn or damaged documents should be repaired as best possible to prevent any further deterioration or tearing during scanning.
Sorting
This process is in fact a deeper level to categorisation and can be done within the same process. Step 1, arrange the documents in a logical order. Chronological by date and time or alphabetical sorting is the most common. Contract or sales numbers may also be suitable for your business or system. Make this as relevant as possible for future reference and consider being able to easily find data and documents at a later stage. If your organisation in fact has an uncommon method for filing, ensure you provide clear and written recorded instructions for any temporary or casual staff within your workplace.
2. Scanning Quality and Settings
Providing a high quality of scanned workplace documents is important. Poor quality document scanning can lead to unreadable documents, unprofessional delivery of information and loss of vital information. The right scanning settings including color and resolution are important, making you look more professional to your clients.
Resolution
Different documents sometimes require different resolutions depending on the original details. This may include print, size or previous fading that may have already occurred prior to the digital scanning process. Adjusting these settings ensures that the text is clear and legible on the final scanned copy.
Color Settings
The use of a black and white setting will save on storage space and create a crisper and clearer legible document. For color documents with images or highlights, a color scan may be required to ensure the original details are being clearly represented in the end product.
File Format
Depending on your final use for your digital document, the file format is important for your project. PDF, JPEG, TIFF are common formats, all suit different document projects. Each format has strengths and weaknesses depending on various factors including images, colour and even if the end digital scan will be shared. Another consideration of sharing includes if this is done via a drive or alternatively via email or text message as each presents different file sizes.
3. Detailed Naming Conventions
Naming Files
At Get Me Sorted we take time to ensure your documents are named with appropriate terms that will ensure you can easily relocate the data as required. Clients often take on a descriptive and specific file name with relevant keywords or tags to each document. Document naming should be descriptive and specific and reflects the document’s content and purpose.
For example an invoice might include “invoice number,” “date,” and the amount.
A medical document or reference material may include the date of creation, document type, author and date.
This level of detail is discussed individually with each client for each project. The end goal is to have a simple, relevant data set to be searchable and be able to locate data easily and efficiently in the future.
4. Secure Storage and Backup
Storage and backup of digital documents is critical for the long-term management of digital workplace documents and in many cases, a compliant workplace. Ensuring that documents are securely stored with backup and can be easily retrievable when needed is vital.
Digital Storage
Along with suitable naming convention for easy retrieval of scanned digital documents, a safe document storage system is required Cloud storage services offer large space and can be scaled as a business grows. Along with this, remote access is becoming highly relied upon with 61% of Australians now on a hybrid work from home or travel based businesses model.
To improve security remote servers are now offering dedicated servers that provide enhanced security for sensitive documents. These are recommended for more confidential services that require both online and shared documentation.
Backup Strategy
Every business should have a solid backup strategy to protect against data and documentation loss. It is recommended to back up digital documentation regularly and to ensure this is done over a multiple of locations including off the cloud.
The backing up of online data is so important and also translates to your website and other digital assets. Get Me Sorted website friends at KN Website Design keep 4 weeks trailing data and files of ongoing client websites with both this online and offline options.
The digital presence of businesses as a whole needs to be protected over a range of storage solutions to ensure any security, disaster or hardware failures do not create catastrophic loss in businesses.
5. Compliance and Security
Many industries now show some form of privacy and permission compliance. Ensuring your business legal and regulatory requirements are maintained is essential to providing piece of mind to your clients and loyal customers. With many public breaches in recent years we highly encourage you to consider your current situation and seek professional industry based advice if you have not ever done so.
Access Control
Each business should assess and establish access controls and permissions to safeguard sensitive documents. Casual staff, temporary assignment staff or even contractors only need access to limited sets of data within an organisation. Allowing access to authorised staff and reviewing permissions regularly should all be a part of an outstanding digital document management process.
Legal Compliance
At Get Me Sorted we are aware of the standard data protection and privacy laws and will follow your guidance to comply with relevant laws and regulations based on your industry. Once your data has been digitised you will have a simple system to retain documents for the legally required duration. They will be easily accessible and securely disposed of when no longer needed or the project is completed as per the proposal.
Conclusion
Efficiently and effectively scanning and managing workplace documents involves significant time and energy. The key areas are a task most business owners see as a mountain.
- Organisation and preparation
- High-quality scanning and settings
- Detailed naming convention process
- Secure storage and back up
- Compliance and Security measures
At Get Me Sored we focus on these five key areas and can help your business to ensure workplace digitisation of documents is produced with high quality and efficient service every time.
A properly managed digital document service will save you time, money and the paperwork headaches. We will not only streamline your digital operations but also allow you to contribute to a more sustainable and paperless workplace.
Get Sorted with Get Me Sorted for your Workplace Documents
The digital workplace documents will bring your business up with the time and ensure that you are working within best practice for your clients. Call Get Me Sorted today to transform your document management and leverage the full potential of your digital storage.
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