To keep your important paperwork organized and secure, the best strategy is often a joint approach covering both scanning documents along with shredding the unnecessary hard-copies once you’re done.
Included in this post is a video to learn more about why combining Scanning and Shredding is an essential combination in Document Management; the different costs, security, and convenience reasons to do it. As an added bonus; we've also included a checklist of things to be sure your scan and shred system includes.
Why Combine The Two?
In order to consolidate and organize files, the best strategy is often a two-pronged approach that covers scanning active records while at the same time shredding old and unneeded files.
Why Scan New Records?
Scanning provides lower copying costs, boosts efficiency, and helps with the fact that more than 50% of businesses will fail in the event of their hard copy files being lost in a major fire or flood.
Why Shred Old Records?
As far as shredding goes, destroying the records you no longer need after scanning will save valuable real estate for more productive purposes, as well as providing a secure way to dispose of unnecessary but potentially sensitive information.
When setting up and implementing a scan and shred policy, there’s a checklist of questions for you to ask yourself first.
✔ Do You Have a Scanning Strategy?
Keeping hard-copies to a minimum provides multiple benefits, including the opportunity to use extra space that was previously used for filing cabinets in exchange for revenue-generating employees instead.With a scanning strategy, all documents are scanned and converted as they’re produced in the daily course of business.
✔ Are There Legal Considerations?
For some types of information like PHI (Protected Health Information), laws require proof of secure destruction.To prove compliance most shredding providers give a Certificate of Destruction detailing the chain of custody and shredding date/location.
✔ How Green Is Your Program?
Scanning and going paperless already gives a big sustainability boost, but a truly green program also has to account for what you shred and throw away. While recycling centers don’t accept shreds because of their size, shredders bring shreds in such bulk that they can partner with facilities to specifically recycle shreds.
How do you manage your documents and files? Do you keep hard copies or do you shred them? We love hearing how different Businesses manage office documents.