crn5000-inc2015 BPTW logo
Contact us today!
(918) 770-8738
 
 

Integrated Business Technologies Blog

Integrated Business Technologies has been serving the Broken Arrow area since 2007, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses.

Is Your Business Prepared to Do Away with Paper?

There’s no denying that digital records have quite a few advantages over paper documentation. Benefits of ‘going paperless’ include simplified search capabilities, more efficient storage, heightened security and automated backup capabilities. There are plenty of sources around the Internet that discuss making the switch to paperless documentation, but to keep your business documents safe, it is better to know what you’re getting into.

Transferring data is nothing new, but the technology used to accomplish it has changed considerably. While the technology once peaked at simply scanning an image of the data into your computer, there is now the capability for scanned media to become a handwriting-interpreting, searchable document. A practical example can be seen in the use of online databases to track one’s genealogy. Handwritten ship manifests, immigration documents, and other handwritten bits of history are now much easier to access and search thanks to advancements in document conversion software.

However, there is wisdom in the adage “if it ain’t broke, don’t fix it,” that can be hard to argue against. On top of that, there are some industries that are held to regulations that require adherence to assorted record storage and disposal requirements. Before you begin the process of converting and destroying any of your records, you need to make sure that you are not beholden to any of these requirements. Again, these requirements are mostly based on your industry, or the industries you serve, but you may consider following the lead of many small and medium-sized businesses and retain your records a little longer than you are required. After all, it is better to be safe than sorry.

Your industry might also impact how your digital copies of your data are handled. Privacy is a major concern, especially in the medical industry and those industries that make a lot of transactions where credit cards are used as payment. These industries need to be sure that they are in accordance with the regulatory compliance standards set forth by HIPAA, or the Health Insurance Portability and Accountability Act, and PCI DSS, or the Payment Card Industry Data Security Standard, accordingly. These regulations, and others like them, make it crucial for you to ensure that your data meets the compliance standards both before and after it has been transferred to a digital record.

You must also consider what kind of resources you can spare for the involved conversion process to take place. Consider this: if a business averaged 5 customers each day in the 1990s, they would have at least 13,000 paper records to either securely store or mindfully destroy.

However, if you want to digitize your paper records but lack the time and equipment, numerous third-party services exist who would happily take on any document conversion process. Your business’ needs, security requirements, and budgetary constraints will dictate if outsourcing this task is appropriate for your business.

If you’re prepared to go digital from the very start, the organization provided by a document management solution can assist you.

If you’d like to learn more about keeping digital records and utilizing a document management system for your business purposes, reach out to Integrated Business Technologies at (918) 770-8738.

 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Friday, 25 May 2018
If you'd like to register, please fill in the username, password and name fields.

Captcha Image

Sign Up for Our Newsletter

  • First Name *
  • Last Name *

      Free Consultation

      Sign up today for a
      FREE Network Consultation

      How secure is your IT infrastructure?
      Let us evaluate it for free!

      Sign up Now!

      freeconsultation
       

      Tag Cloud

      Security Technology Tip of the Week Business Management Privacy Managed Service Provider Cloud Internet Microsoft Saving Money Business Computing Productivity Best Practices Workplace Tips IT Services Hackers Backup Hosted Solutions Malware Email Mobile Devices IT Support Business Small Business Software Hardware Network Communication Server Smartphones Data Upgrade Windows Business Continuity Mobile Device Management VoIP Google Virtualization Computer Efficiency Microsoft Office Disaster Recovery Miscellaneous Mobile Office Vendor Management Innovation Gadgets Social Media Holiday Android Smartphone Outsourced IT User Tips Quick Tips Passwords Mobile Computing BYOD Data Backup Windows 10 Browser WiFi Bring Your Own Device Spam Best Practice Internet of Things The Internet of Things Remote Monitoring Network Security Ransomware Remote Computing Alert Users Data Management Managed IT services Trending Wireless Technology Operating System Apple Data Recovery Going Green Artificial Intelligence History Firewall Content Filtering Tech Support Gmail Information Technology Current Events Managed IT Big Data App Office Analytics IT Solutions Unified Threat Management Lithium-ion Battery Save Money IT Consultant Printer Humor Saving Time Avoiding Downtime Maintenance Hard Drives Customer Relationship Management Facebook Encryption Windows 8 Cloud Computing Router Antivirus Tech Term Applications Document Management IT service Mobile Device Digital Payment Business Growth VPN Apps Risk Management Application Managed IT Services Virus Employer-Employee Relationship Website Customer Service Hacking Computers Fax Server Phone System Outlook Health Collaboration Cybersecurity Two-factor Authentication Marketing Automation Excel Office Tips Retail Phishing Running Cable Social Net Neutrality Licensing Infrastructure Chrome Paperless Office PowerPoint Social Networking Wi-Fi Training Tablet Office 365 Project Management iPhone User Error Password Co-Managed IT Government Administration Presentation Augmented Reality Data Security Budget Compliance Computer Repair Proactive IT Regulations Recovery Inbound Marketing Mouse Money Bandwidth Safety Specifications Hosted Solution IBM Settings Flexibility Cost Management Wireless Data storage Cybercrime File Sharing Save Time Vulnerability Wearable Technology Robot Unified Communications Hiring/Firing HIPAA Productivity Printing Display Alerts End of Support LiFi Redundancy Computing Statistics Data loss Help Desk Intranet Business Intelligence Internet Exlporer Competition Network Congestion Smart Technology Downtime Mobile Security Search Files Virtual Desktop USB Piracy Mobility Business Owner Sports Hacker User Point of Sale Programming Tip of the week Scam Twitter Analyitcs Education Public Cloud Refrigeration Cryptocurrency Disaster Touchscreen IT Consulting Motherboard Hard Drive Data Warehousing Google Docs Staff Sync Software as a Service Bitcoin Digital Signature Data Breach Modem Memory Cache Microsoft Excel communications Operations Laptop Mobile Device Managment Technology Tips Hacks Cookies Conferencing IT Support Blockchain Documents Entrepreneur Virtual Private Network Halloween Technology Laws PC Care Comparison Undo Nanotechnology Macro Value People Permissions 5G PDF eBay IT Technicians Scary Stories Virtual Reality Unified Threat Management Leadership Travel Black Friday Remote Support Screen Reader Streaming Media New Additions Fraud Monitors Skype Deep Learning Print Server Gaming Console Text Messaging Mirgation SaaS Access Control BDR Cyber Monday Domains Google Wallet Work Station Smart Tech Congratulations Assessment Fun Writing LinkedIn Word Law Firm IT Video Surveillance Business Technology Storage SharePoint Identity Theft Public Speaking Drones Windows 8.1 Update Recycling Connectivity IT Management Cortana Social Engineering Best Available eWaste Buisness Identities Networking Migration Telephony Downloads IoT Distributed Denial of Service Backups Adminstration Network Management Hotspot Knowledge Environment CIO Multi-Factor Security Solid State Drive Bluetooth 3D Chatbots Star Wars Managed IT Service Legal Online Currency Samsung Debate Windows 10 Language Experience Troubleshooting Machine Learning Google Calendar Heating/Cooling Alt Codes Computer Accessories Techology Identity Utility Computing Break Fix Consumers Crowdfunding YouTube Computing Infrastructure Private Cloud Legislation Typing Disaster Resistance Healthcare Scheduling Software Tips Dark Web IP Address Google Drive Company Culture Server Management Cooperation How To

      Top Blog

      Basically, any machine that uses fans and vents to cool itself can overheat if airflow is restricted. If you have used a laptop on your lap for an extended session, then you know what we are talking about when the computer becomes hot to the touch. Every portable device is designed a little diffe...
      QR-Code