Scanning

Safe Scanning and Document Management Procedures

With so much discussion about security, you may wonder if scanning your confidential documents is safe. Would it be better to keep them in paper formats and under lock and key in a company storage room?

Safer Document Management

There is a long list of compelling reasons to move away from paper-based processes to electronic document management. Security is one of the most important, and you’ll be in a much better situation when you abandon paper processes in favor of digitization.

  • Exposing information — When your confidential information is on paper, it’s exposed anytime employees need to access it. From the time the document leaves the file until it’s returned, you have no way of knowing who saw it. Even checking that records are returned safely is nearly impossible when dealing with thousands of files. A document management system reduces exposure, tracks employee access, and limits who can view or edit certain documents.
  • Storing information — Information stored on computer hard drives or in filing cabinets is never safe. Risk of loss from human error, theft, or natural disaster is very high. Scanning information into a document management system protects it from all of these risks and also provides backup protection in case the worst happens.

Safer Scanning

While there are security risks whenever you move sensitive information, there are steps you can take to mitigate your risks during the scanning process.

  1. Use data encryption to protect your information as it passes through your network.
  2. OCR technology limits the need for manual data entry. By reading information electronically during the scanning process, your sensitive information will have far less exposure.
  3. The latest multifunction printers include security solutions to protect information during scanning, copying, printing, and sharing.

Scanning your information to a document management system makes it more secure than ever. Contact us at ZENO Office Solutions for assistance today! We are the premier printer, copier and office equipment solutions for Midland, Odessa, Big Spring and Andrews.