More and more industries are beginning the switch to digital documents, and many of them are finding that the planning and commitment it takes for a digital conversion is well worth the investment of a more organized, efficient document management process. With the ever-increasing presence of digital documents, it’s time to think about whether your business is ready for them. Below, we’ll cover five industries that we think could see substantial benefits from converting their paper to digital formats—some might even surprise you!
In law enforcement industries, volumes of arrest records, warrants, and other documents are constantly growing. For this reason, a lot of police departments are hesitant to implement a document scanning process. However, the time it takes to organize the records for scanning will seem like a small task in comparison to all the benefits it offers: compliance, security, efficiency, and accountability being just a few. Understandably, law enforcement offices are concerned with regulatory compliance with regard to letting an outside company scan their sensitive documents, which is why our entire staff, scanning process, and scanning facility is required to be CJIS certified and compliant.
Energy, Oil & Gas
Oil and gas records like well files, geological data, maintenance records, and rights and agreements traditionally have long retention lives. These records also commonly need to be transferred across long distances—sometimes across the globe. Oil and gas industries would benefit from being able to send these records securely and quickly. After they’ve been digitized, the records are also protected from disaster, unauthorized access, and loss. Since many of these records need to travel long distances, physical storage for them also becomes a null issue. In fact, the oil and gas industry usually sees one of the fastest ROI from digital documents, especially since they allow for easy adjustments and changes in a constantly-changing trade where compliance is of huge importance.
A lot goes on behind the scenes in the U.S. sports industry, but it’s probably not the first thing you thought of when we mentioned “document scanning.” Between player contracts, schedules, medical records, scouting reports, and human resources documents, the sports industry actually has a ton of scannable paper. Since digital documents also have OCR (optical character recognition), these documents can also be easily searched, modified, transferred and accessed, even on the go. We mentioned CJIS certification before—we’re also completely HIPAA compliant, so you can be sure you’re within regulatory compliance when you scan with us.
Document accessibility and security is of the most importance for government agencies. Digital documents can make document management much easier (and not an administrative nightmare) and can streamline records keeping and lifecycle management. Workflow automation is another benefit afforded by digital documents that can streamline your processes so you can get what you need quickly and efficiently. Our scanning services are also available on GSA and TXMAS contracts.
Investment Firms & Insurance Companies
It’s imperative that investment and insurance forms are done right the first time, especially since these records are often permanent. Even if your records are poor quality, we can still scan them into a readable and searchable format while keeping you in regulatory compliance. Whether it’s property documents or claims records, we can scan and convert almost anything.
Let Us Help You Convert to Digital Documents
If you’re interested in making your workplace more organized, productive, and efficient with digital document scanning, Southwest Solutions Group® can help. We offer both on-site and off-site secure scanning services as well as many formats and scanning options to meet your exact needs. Before you commit to buying anything, we will even scan, index, and upload a box of your records at no cost to you. For more information, call us at 1-800-803-1083, send us a message, or take a look at our document scanning FAQ.
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