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No matter the type or size, all businesses share the challenge of managing the documents and data storage devices that contain pertinent records.

Many businesses of all sizes need to store hundreds, if not thousands of records and data. It is no surprise that business operations relying heavily on paper were slowed to a crawl – even halted altogether during the pandemic.

Managing paper documents consumes an inordinate amount of time. You might be surprised to know that relying on paper-based document management plays a significant role in creating employee stress. In this post, we’ll explore how document scanning decreases stress for your employees.

What does a school, a dental practice, and a beauty salon have in common? They all create paper records that at some point need to be destroyed. And though cybercrime grabs headlines, low-tech “dumpster diving” remains one of the easier ways criminals can get their hands on sensitive records of individuals as well as information about a business that would be valuable to a competitor.

Identity theft and business privacy breach are not limited to online risks. Any documents that contain sensitive information are at risk of being stolen by simply going through your company trash. If you are not properly destroying sensitive documents once you no longer have a need for them, you could be putting your company at risk.

Was your business ready for the COVID-19 pandemic? No one was expecting a disaster of this magnitude and it forced swift, drastic changes in day-to-day business. A year ago, you would have never thought that a majority of employees would be working from home for months. Did you have a plan for document management?

With a majority of office workers working remotely, are you starting to rethink your reliance on paper? Maybe the silver lining for you in this COVID-19 situation is that you’ll move past your hesitancy and embrace a digital future.

The Health Insurance Portability and Accountability Act (HIPAA) of 1996 was passed to help safeguard the security and confidentiality of protected health information. As required by Congress, HIPAA Privacy regulations require health care providers and organizations, as well as their business associates, (referred to as covered entities) to develop and follow procedures that ensure the confidentiality and security of protected health information (PHI) when it is transferred, received, handled, or shared. This applies to all forms of PHI, including paper, oral, and electronic, etc.

Let’s say your best customer wants to do another job very similar to the one you did in 2007. They’ve asked your company to provide details, as they’ve recently moved and now can’t locate their file about that job. You’ve staked your reputation on providing superlative customer service, so, of course, you’ll find the information for them. Who handled that job back in ’07? Where are those files? The hunt begins! Hours go by, then a complete day. Eventually, the box containing the file is located in a storage area, and at last, you have the object of your quest in hand. Your salesperson can now start the conversation with your customer to get the 2020 job underway.

You probably know all about the consequences of poor document management. Bad document management can be debilitating for an organization. It can lead to inefficiency, lost files, employee frustration and low morale, messy office space, even legal action, and fines.