In this day and age, there are so many new business terms that it can be challenging to keep up–especially since technology adds a new name or phrase every other day! Although you don’t need to know every little thing, there is one term you want in your repertoire: document archiving.

What is Document Archiving?

Document archiving is almost precisely what it sounds like. It involves the long-term storage of your documents, just like you’d expect–but it’s in the details where things get dicey. The critical thing to remember about document archiving is that you can use any format, any medium, and any location, which means you have a lot of big decisions to make about where you want all this data. If, for example, you’ve been thinking about digitizing your workflows, it’s probably not a good idea to invest in physical archiving.

Another important detail about document archiving is that it needs to be secure, especially if you don’t plan to look at it for a while. Stored data should be protected just like active data; otherwise, you could have a security breach in your archives without even realizing it.

What’s the Big Deal?

Now that you know what document archiving is, let’s find out why it’s so important!

• #1: Organization.

You don’t want stacks of paper cluttering your workspace. Document archiving helps you decide what needs to be within arm’s reach and what can be put away for the time being.

• #2: Preparedness.

Of course, you also don’t want to go looking for that document you “put away,” only to realize you have no idea where it went! Document archiving tools make it easy to be prepared for anything because your stored files are only a few clicks–or steps–away.

• #3: Compliance.

Sometimes you need to keep a file around for legal reasons. That’s no problem–until it becomes a strain on your security, budget, and […]

Document scanning seems like an easy topic, a simple task, and a quick solution to all kinds of problems in your workflow–and it is some of those things, but the truth is that there are a lot of myths out there that you definitely shouldn’t believe. Let’s take a closer look to find out the truth about document scanning!

Don’t Take Scanning for Granted

Although document scanning might not be a massive, complicated solution that takes multiple years, hundreds of employees, and a lot of work to implement, it’s also not some “quick fix” you can set up in a day and get immediate results. Scanning, like most business solutions, takes effort. Less perhaps, than other solutions, but you still need to do your research, create a solid plan, and devote yourself to at least a little bit of hard work.

Luckily, there’s a long list of benefits waiting for you at the finish line, including:

• better organization,
• stronger security,
• legal compliance,
• less clutter,
• and environmental friendliness.

Common Myths

Not sure what to believe about document scanning? Here are three common myths debunked!

#1: “Document scanning takes almost no work.”

This one isn’t true. Sure, document scanning is simple–but when you have hundreds of documents to scan, it can still be overwhelming. Make sure to organize your files beforehand so you can start strong!

#2: “All documents need to be scanned.”

Here’s some good news: some documents don’t need to be scanned. If you don’t use them very often, you can store them as they are–and if you don’t use them at all, they’re better off shredded.

#3: “Scanning is expensive.”

Since the price of in-house document scanners is so affordable, and the solution itself saves all kinds of money, the truth is that scanning might be the best budget decision you can make.

Ready to see what document scanning can do for you? Contact us today […]

If you’re just getting started with a new solution, things can start to feel overwhelming. After all, there’s so much to learn, so much to implement, and so many benefits to watch for–how are you supposed to keep track of it all? Today, we’re going to help make those first steps just a little bit easier when it comes to a particularly powerful solution: document scanning.

Getting Started

The good news about document scanning is that it’s comparatively simple. Other solutions require all kinds of software installation, hardware upgrades, and complex learning curves–but document scanning takes a little hard work and smart organization.

Here’s everything you need to know about the basics of document scanning!

What is it?

Document scanning is a solution that, essentially, helps you structure your transition into the online world by turning physical files into digital documents. These documents can be saved, shared, and stored much more quickly than their real-world counterparts–and they’re easier to protect with passwords and user control, too.

Why do it?

There are all kinds of benefits associated with document scanning. They include:

• streamlined workflows,
• better communication,
• stronger security,
• improved organization,
• boosts to efficiency and productivity,
• and even better customer service.

What’s the best way to get started?

Getting started with document scanning is easy. All you have to do is create a plan and get organized!

First, you’ll want to choose a time-frame for your project so that you aren’t rushing. Next, decide which documents should be scanned, which should be stored, and which should be shredded. Finally, it’s time to get started–and remember, breaking up the work into sections or keywords can help you get things organized once it’s all digital!

Want to learn more about document scanning? Ready to get started with this powerful solution? Contact us today!

Document archiving can be a powerful and efficient tool for your business, but not if you let it get out of hand. Here are three simple steps to help put document archiving to work for you!

What is Document Archiving?

In simple terms, document archiving is exactly what you’d expect: a solution designed to help you store files for long periods of time (rather than keeping them in the same place as your day-to-day files or, worse, leaving them stacked up on your desk). The cornerstones of successful document archiving are:

• security, according to the compliance rules associated with your industry;
• efficiency, both in the cost of storage and in the storage process itself;
• accessibility, which means you’re able to pull up the files to share, edit, or destroy them whenever necessary;
• and clarity, helping you and your employees understand what needs to be archived and what doesn’t.

With these cornerstones in mind, it’s much easier to create a document archiving plan that works for you.

First Steps

Here are three first steps toward efficient, effective document archiving!

#1: Organize.

First, you’ll want to decide which files need to be archived, which need to be saved elsewhere, and which need to be shredded. This will help make the whole process easier–and, equally important, it will help keep your files in order once they’re digital.

#2: Digitize.

Next, it’s time to move your files into the digital world. This is called “document imaging,” and it generally involves a scanner with OCR technology. Digitization is crucial because it determines the quality and reliability of your resulting files–so take your time on this step.

#3: Secure.

Once your files are digitized, you can archive them according to keyword, date, or subject–and then it’s time to secure them. Remember, access control, password protection, and secure firewalls are all great security tools.

Want to learn more about document archiving? Need help creating a stress-free […]

Are you worried about “going green” because you think it will be expensive, inefficient, or just plain frustrating? Worry no more–going green is easier than ever with a straightforward solution: document scanning.

The Power of Scanning

When it comes to green business solutions, you have a lot of options–but the truth is that they might not all work for your needs, your workflows, and your company’s unique challenges. Remember, going green looks a little different for everyone, and it’s more important that you find a sustainable, long-term approach to environmental friendliness than choosing a “quick fix” you won’t end up sticking with.

Luckily, that’s where document scanning comes in.

By making environmental friendliness a habit that benefits your communication, your budget, and your organization, document scanning helps you go green and save green at the same time. It’s easy to set up and even easier to get started–which means that you and Mother Nature get to enjoy a long list of benefits.

When you implement document scanning, you can expect to:

• save money, just by limiting the amount of paper, ink, toner, and energy you use;
• improve organization, which means no more “double printing” because you lost the first copy of a document;
• strengthen communication, allowing you to save, share, and edit digital documents rather than printing out a copy for everyone to look at;
• reduce your carbon footprint, by merely reducing your reliance on paper;
• and create a “green” name for yourself, since communities like to support companies that care about the environment.

Document scanning does a little bit of everything, all without breaking the bank or introducing a frustrating learning-curve into your workflows. By making things easier on yourself, you’re also making things easier on the environment–and that’s a pretty impressive win-win.

Ready to see what document scanning can do for you? Contact us today to get started!

Document scanning itself isn’t a complicated process; it just takes a little bit of work. What comes after, though, tends to throw companies a curve-ball. Now that your files are scanned and neatly organized, you need to make sure they’re completely safe–and that’s where the next step begins: a vulnerability scan.

Changing Your Perspective

Vulnerability scans tend to be a bit confusing and maybe even a little stressful, but that’s only because they’re not treated as one of the steps in document scanning and are viewed as something entirely separate. When you start to look at the two as interconnected solutions, with one relying on the other, it becomes easier to know what’s expected of you–and what you’d like to achieve by doing this kind of work.

Once you know how to approach a vulnerability scan, it’s time to actually do one. Here are a few tips to help you make sure your vulnerability scans are smooth, efficient, effective, and reliable!

#1: Scan everything often

The two biggest rules of vulnerability scans are intensity and frequency. In this case, “intensity” means that you scan every connection and every device involved with your digital ecosystem. “Frequency” means that you create and follow a schedule for regular vulnerability scans.

#2: Don’t overlook updates

A vulnerability scan will bring updates and patches to your attention, but that’s no good if you plan to ignore them anyway. Remember, updates address new threats and weaknesses, so putting them off gives hackers an open door into your network.

#3: Keep records

The best way to learn from a vulnerability scan is to document the whole process. Keep up with everything you did, how you did it, and when–that way, you can track changes over time and make sure your progress is headed in the right direction.

Want to learn more about document scanning? Ready to try your hand at vulnerability scans? Contact us today to get started! […]

What is document archiving, why is it important, and what makes it different from document backup? Today we’re here to answer all the questions you have about document archiving, so you feel confident getting started.

The Basics

If you’ve been hesitating to implement document archiving solutions because you aren’t entirely clear on the basics, good work. Starting a job before you know how to do it is a recipe for disaster. Luckily, it’s not difficult to learn how to do this job–and you can get started today.

Here’s everything you need to know about document archiving!

What is document archiving?

Document archiving is the process of identifying certain files you still need but don’t need at your fingertips, and then securely storing these files, so they’re out of your way but easily accessible. It’s an excellent choice for companies trying to keep up with compliance regulations without sacrificing efficiency or organization.

What are the benefits?

You can expect all kinds of benefits from document archiving. For example, this solution can help you:

• save money, choosing tools or services with low maintenance costs so you can “archive it and forget it;”
• improve workflows, since archived files are stored out of the way;
• and boost security, minimizing the risks associated with ill-organized, outdated, and sensitive data all stored in the same place.

The best part about document archiving is that it’s flexible enough to suit your needs–so no matter what you want to improve, achieve, or plan, document archiving has got you covered.

What about backups?

Document backups and document archives are two different things. Backups are a copy of your data, stored and protected, so you have something to fall back on in case of emergency. Archives, meanwhile, are similar in that they are secure and reliable–but the idea behind document archiving is to put away files you might still need to access and update, backups are […]