Gone are the days of bulky cabinets and pesky
folders with paper spilling over the edge, as business imaging becomes a
popular way for small businesses to increase efficiency.
Essentially, "business imaging" involves scanning a paper
document and saving it as an electronic file. This strategy is
especially beneficial for title companies, financial service firms,
hospitals, physicians' offices or businesses with a large amount of
legally required records. A technology consultant, or solution provider,
can easily transfer company reports, checks, applications, renderings,
maps and photographs to electronic form for storage and quick
recovery.
"Imaging is the quickest and easiest way to get rid of
paper documents and organize your business electronically," said Russell
Morgan, president of the nonprofit Information Technology Solution
Providers Alliance (ITSPA). "Instead of having to waste time re-typing
important documents, your business can utilize imaging to save money,
increase productivity and have a paper-free office."
Small and
medium sized businesses can now take advantage of a previously
unreachable goal: a fully electronic office. This process was once too
expensive for smaller offices to implement, but now imaging strategies
are easy, affordable, save the aggravation of lost files, and make tasks
like audit management, problem assessment and tracking much easier to
deal with. It's also becoming more necessary for small and medium sized
businesses to go paperless since many large clients are starting to
require it as part of their own supply process.
Granite
Microsystems, a technology company specializing in the design and
manufacturing of medical imaging applications, sees the benefits of
imaging from both perspectives. As a supplier of complete, turnkey
solutions for medical original equipment manufacturers (OEMs), Granite
knows that customers ultimately depend on a paperless environment to
control costs and maintain regulatory compliance. Granite Microsystems
also strongly relies on paperless processes to keep its own costs under
control.
"Imaging technology can facilitate something basic like
electronic check processing, a complex project like manufacturing
medical devices, or large-scale projects involving hundreds of thousands
of medical records," said Hans Dittmar, marketing and communications
manager for Granite Microsystems. "The incredible benefits of imaging,
including operational efficiencies, greater security and reduced labor
fees, make this an attractive option for almost any
business."
Here is a quick guide to help small business
easily convert to electronic files.
1. Get organized. By
prioritizing your files, you can eliminate unnecessary scanning, saving
time and money. One popular method is to begin implementing the imaging
process in stages. A doctor's office provides a great example: all new
patient files are scanned in as they sign up, and old patient files are
updated as they come in for yearly check-ups. This process allows a
seemingly endless project provide immediate benefits and grow as your
business does.
2. Buy electronic storage. After you decide
what's most important, figure out how much computer storage space you
will need. Some businesses are more likely to need large capacity
imaging storage, especially with images, graphics and multimedia.
Adequate memory and a fast server can help accommodate the transfer and
storage of larger files.
3. Back up your information. Once
you have all your crucial information formatted into electronic files,
you should remember to regularly save duplicate copies your information.
It's important to back-up your data regularly in the event of a disaster
or disruption in service.
4. Work with a professional. Even
though you might be tempted to scan your own documents, a solution
provider who knows and understands your business can help determine the
exact method that's right for you. This will prevent loss of data and
keep you in compliance with regulations. Contact ITSPA at
findapartner@itspa.net to find a local solution provider.
Submitted by the Information Technology Solution
Providers Alliance, a national, nonprofit organization serving as an
objective resource for businesses hoping to take advantage of the
benefits of new technology.
