Outsourcing Your Scanning Needs - Concerns Over Security
A company interested in converting paper documents to a digital form may be hesitant
due to the lack of qualified individuals to handle the project within the company. Their only other option is to hire outside professionals which can lead to worry regarding the security of the information being scanned. The privacy and confidentiality of the information being scanned from paper to computer is a legitimate concern. While no company wants to let when the information that they have regarding their business and clients get out in the open, companies dealing with medical files or other highly sensitive material have even more to worry about.
While information security is something that every company should be concerned with, companies that specialize in scanning documents generally work under a nondisclosure agreement. They also implement security measures that prevent even the accidental release of private information. Employees that work for these companies are fully background checked and operate equipment that does not have an Internet connection. This means that even an unscrupulous individual would be unable to transfer a digital copy since the machines do not have access to the Internet. Documents can also be encrypted and password protected which is a much more effective way of keeping them safe and secure.
It is much harder to crack a password protected file than it is to break into a locked room or locked filing cabinet. SSL encrypted files can be safely transferred without the risk of information being leaked or lost. Companies that specialize in scanning documents also do not utilize external storage devices. Once a document has been scanned it will be filed using document management software but will not leave the premises. These companies do not keep a digital backup nor do they keep the original paper document.
While making the transition over to a paperless office may be somewhat frightening initially, the advantages are incredible. Not only can documents be accessed much more efficiently, but private and sensitive information is much more secure when it has been properly encrypted and password protected than it could ever be in a traditional paper form. The confidentiality of the information kept on hand by your company will never be compromised when you utilize a third party to professionally scan and organize any and all of the documents in your possession. These companies strive hard to maintain an excellent reputation because they understand just how delicate your company's information really is.