Paperless Offices in Tampa
The paperless office has been heralded for decades. But, as we all know, it has yet to materialize. Most Tampa businesses still have 95% of their information laying on desks or filed away in cabinets. This creates a host of problems for businesses, problems that can easily be solved by converting paper documents into a digital format.
In most cases, when Florida businesses make the decision to “go digital,” they hire a professional Tampa document scanning service to transfer paper records into electronic copies. The electronic copies are then available to anyone with access to the document database. Any document can be quickly found using keywords. If a hard copy is required it can be printed, used, shredded and recycled.
To get free, no obligation quotes today, fill out the form to the left or give us a call at (813) 527-9613. Within minutes of receiving your request, we’ll be in contact to help you with your project.
Federal Laws that Encourage Electronic Document Storage
- In 2002, the federal government introduced the Sarbanes-Oxley Act which requires businesses to properly maintain financial records. That includes being able to retrieve them when required. This is significantly easier when the documents are stored electronically.
- In 2003, Congress passed the Fair and Accurate Credit Reporting Act (FACTA) which also requires businesses to properly safeguard and store personal information of employees and customers and properly destroy them. Obviously, if documents are systematically converted to a digital format, it is easier to store, retrieve, and ultimately destroy this sensitive information.
- The third major act which compels companies to store information electronically is the Health Insurance Portability and Accountability Act (HIPAA) of 1996, which addresses the security and privacy of health data. The standards are meant to improve the efficiency and effectiveness of the nation’s health care system by encouraging the widespread use of electronic data in the US health care system.
Most offices operate under a flood of paper documents. Employees maintain a personal archive, each office maintains another archive, and then there is also an official company archive. The storage required for paper documents grows at a rate of 20-25% every year. To help meet their storage needs, many companies look to off-site storage to store their company documents. This solves the storage problem but can be very costly depending on the size of the business.
Consider just one 80 gigabytes hard drive. It can hold 2.7 million documents and costs only $120. The same storage for paper documents would be 68 four-drawer file cabinets. The cost for one cabinet alone is more than $120.
With all this to consider, it is no wonder that more and more companies are making the decision to go paperless, and we can help your business do it too!
Get Free Quotes on Document Scanning Services In Tampa and Surrounding Areas
We can help you find a secure scanning provider that can handle your project. Tampa Scanning & Imaging are experts in document scanning and imaging, including OCR and indexing services. We’re ready to handle your sensitive records to ensure your documents are protected from conversion to storage and/or disposal.
To get free, no obligation quotes today, fill out the form to the left or give us a call at (813) 527-9613. Within minutes of receiving your request, we’ll be in contact to help you with your project.
550 N Reo St
Tampa, FL 33609
Phone: (813) 527-9613
E-Mail: info@tampascanning.com