Businesses of all sizes generate and handle a massive amount of paperwork. From client records to legal contracts, managing physical documents can soon become overwhelming.
The cost to businesses isn’t just the unsightly, cluttered filing cabinets. A lack of organization leads to massive time wastage, operational inefficiencies, reduced productivity, compliance risks, and even security vulnerabilities for sensitive information. Fortunately, learning how to use document scanning and storage can transform your operations and dramatically improve efficiency.
At Armstrong Archives, we’ve been helping businesses in the Dallas-Fort Worth area achieve hassle-free document management for over 30 years. With our professional document scanning and storage services, businesses across North Texas can streamline workflows, enhance security, and reduce costs.
The Benefits of Document Scanning and Storage
There are several proven benefits of document scanning and digital storage.
Streamlined Workflows
Converting physical documents to digital formats through document scanning and storage eliminates the time-consuming process of manually searching through hundreds or even thousands of documents.
With properly indexed digital files, your team can instantly retrieve information with a simple search, significantly improving productivity and response times.
Digital document management systems allow multiple users to access documents simultaneously, facilitating better collaboration across departments.
Enhanced Security
Secure document storage is essential for protecting sensitive business information. Digital documents can be safeguarded with encryption, password protection, and user access controls — measures not possible with paper records.Â
Additionally, storing paper and digital records offsite protects your valuable information from physical threats such as fire, flooding, or theft.
Armstrong Archives has a SAS 70 Type II audited data center that provides excellent security for your digital assets.
Cost Savings
Implementing document scanning solutions reduces the costs associated with physical storage space, filing equipment, and supplies. It frees up the office space and resources previously dedicated to document storage.
Additionally, the time saved searching for and managing paper documents translates directly into improved employee productivity, fewer missteps, and lower operational costs.
How Our Document Scanning Service Works
Armstrong Archives offers flexible document scanning solutions that, combined with your software, can help you integrate older documents into your new digitized system.
- Bulk Document Scanning: This is perfect for companies looking to digitize large volumes of records with built-in redundancy and regulatory compliance.
- Scan on Demand: If you are storing paper records with us that you will not need to access frequently, our scan-on-demand solution is for you. When you need access to a stored document, we can quickly scan it and send it to you via email (for non-HIPAA documents), cloud storage, or physical media.Â
- Large Format Scanning: We scan legal documents, maps, engineering drawings, and blueprints with high accuracy.
- OCR & Digital Access: Convert documents into searchable PDFs for easy information retrieval.Â
Our team handles all aspects of your document scanning needs — from picking up documents from your office to scanning and indexing your records. After scanning, we can either securely destroy them or store them in our facility, depending on your needs.
For your convenience, we provide multiple output options. We can provide digital files to you on CD, DVD, or, we can work with your IT team to transfer your digital records to your cloud storage account. In every service, your digital files are stored in our SAS 70 Type II audited data center with mirrored scanning for additional security.
Our approach supports compliance with Sarbanes-Oxley, HIPAA, IRS recordkeeping requirements, and other government regulations for information privacy and protection.
Best Practices for Efficient Document Management
Want to upgrade your document management and storage? Your IT team should focus on these steps:
- Organize Files Digitally
To maximize the benefits of digital document management, create a logical folder structure with consistent naming conventions. Consider categorizing files by department, project, date, or document type for intuitive navigation.
This ensures documents can be located quickly and efficiently.
- Implement Access Controls
An essential aspect of secure document storage is implementing proper access controls. Ensure only authorized personnel can access sensitive documents by using permission settings within your document management system.
- Regular Audits and Updates
Schedule periodic reviews of your digital document repository to check if your information is current and organized.
You should also regularly audit systems to ensure compliance with industry regulations and update security measures.
Why Choose Armstrong Archives?
With over 30 years of experience, Armstrong Archives is the trusted choice for secure document scanning and storage solutions in the Dallas-Fort Worth area. Here’s why:
- Local Expertise: We maintain an active presence in Texas and deeply understand the unique needs of local businesses.
- Secure Facilities: We offer secure, climate-controlled storage for your important physical documents. Digital records are stored in a SAS 70 Type II audited facility.
- Personalized Solutions: We offer flexible, customized services to fit your needs. Just ask!
- Commitment to Clients: We put client satisfaction above everything. Our responsive, diligent, hands-on team ensures your document management is seamless and stress-free.
FAQs about Document Scanning & Storage
Q. How does document scanning improve efficiency?
By digitizing documents, employees spend less time searching for files and more time on meaningful work. Digital access allows for quicker retrieval and access.
It also reduces the chances of losing records and wasting resources to address resulting issues.
Q. What industries can benefit from document scanning and storage services?
Nearly all industries can benefit from professional document scanning solutions, but those with high document volumes or strict regulatory requirements see the greatest advantages.
This includes legal firms, healthcare providers, financial institutions, real estate companies, educational institutions, and government agencies.
Q. How does offsite document storage benefit my business?
Offsite secure document storage frees up valuable office space, improves operational efficiency, reduces on-site security concerns, and ensures business continuity in case of a disaster.
With our scan-on-demand services, you can access any documents you have stored quickly and easily.
Ready to Optimize Your Document Management?
Don’t let clutter slow you down and leave your business vulnerable. Contact Armstrong Archives today to learn more about our document scanning, storage, and management services.
