Quantcast
Channel: Scantronix Scantronix
Viewing all articles
Browse latest Browse all 62

How to Create a Legally Compliant Paperless Office

0
0

While many believe that the paper filing cabinet is a museum-bound relic that will soon carry as much nostalgia for Americans as the couches and office mini-bars in “Mad Men,” not everyone is as comfortable letting all that paper proof go. While searching for files and following paper trails is both time and labor intensive, historical documentation has much value. As Andy Evans points out in a 2014 piece on ITProPortal, even though paper files are vulnerable to fire, flood, theft, and misplacement, there is some security in knowing that they are all right there, just an arm’s length away.

Transforming Paper Originals Through Document Digitizing

Scanning important existing paper files and converting them to an electronic document storage system can be a quick, efficient, and comforting transition for any office if done correctly by qualified professionals. The security of retaining all the data crucial to your business in a format that is not subject to loss or misplacement brings great peace of mind and increases office efficiency in a multitude of ways.

A company that offers you offsite document storage in a secure online data repository ensures that you and your staff never again misplace a file. You'll be able to access the data from anywhere in the world, searching and retrieving information within seconds using multiple file formats. You can even enjoy a Web browser-based system, doing away with the need to purchase costly software.

Legal Admissibility of Electronic Document Storage

Digital documents that are scanned and stored electronically carry the same legal validity as paper documents. Contracts, non-disclosure agreements, and other legally binding materials that are retrieved from electronic storage meet legal requirements for reliable evidence as long as the origin and chronology of a document is clear and incontestable. If integrity is preserved through the entire process of digitizing and storing, and chain of custody is established and transparent, once retrieved for any legal reason, admissibility in a court is not threatened by the change from paper to digital files.

It is crucial to bear in mind that the scanned document must be an exact replica of the original paper copy, highly legible, with no modifications made in the transition to electronic form. Become educated about the industry-specific regulations that cover your company’s record-keeping processes so that you are sure to be in full legal compliance.

Please phone us at (212) 400-6484, or use our online contact form, to learn how Scantronix can accommodate your company’s document scanning needs.



Viewing all articles
Browse latest Browse all 62

Latest Images

Trending Articles





Latest Images