Contact us today!
(800) 588-4430

Telesys Voice and Data Blog

Telesys Voice and Data has been serving the Richland Hills area since 1994, 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?

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 Telesys Voice and Data at (800) 588-4430.

Comments

 
No comments yet
Already Registered? Login Here
Guest
Saturday, 18 August 2018
If you'd like to register, please fill in the username, password and name fields.

Captcha Image

Blog Archive

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!

Free Consultation
 

Tag Cloud

Security Tip of the Week Technology Cloud Best Practices Hackers Malware Privacy Business Computing Productivity Business Email Microsoft Internet Hosted Solutions Software Windows 10 Backup Computer Ransomware IT Services Network Security Managed Service Provider Mobile Devices Smartphone Android User Tips Managed IT services Hardware Google IT Support Workplace Tips Social Media Browser Communication Outsourced IT Efficiency Disaster Recovery Innovation Business Continuity Smartphones Data Data Management App Data Backup Office Business Management Upgrade Holiday Cloud Computing Small Business Facebook Remote Monitoring Data Recovery Miscellaneous WiFi Server Office 365 Microsoft Office Network Windows Internet of Things Encryption Spam Productivity Artificial Intelligence Gmail Big Data Robot Apps Save Money Phishing Paperless Office Hosted Solution Recovery Tech Term Unified Threat Management Bandwidth Firewall Password Content Filtering Saving Money Government Remote Computing Money Infrastructure Work/Life Balance Customer Relationship Management Wi-Fi Office Tips Tip of the week Passwords Chrome Employer-Employee Relationship Document Management Risk Management Cybersecurity Apple Avoiding Downtime Word Managed IT Services Hacker Customer Service Mobile Device Management How To Virtual Reality Mobile Device VoIP Managed IT Presentation Business Growth Data loss SaaS BYOD Social BDR Website Outlook Windows 10 Compliance Telephone Systems Two-factor Authentication File Sharing Settings Analytics Vendor Management Data Security Health Applications The Internet of Things Computers IT Support Alert Hacking Mobile Computing Data storage Tech Support Computing IT Management Education Operating System Cybercrime Antivirus Project Management Analyitcs Training IT solutions Safety Business Technology Tablet Wireless Technology Automobile Upgrades Wireless Budget Downtime End of Support Specifications communications Mouse YouTube Patch Management Collaboration Unified Communications User Legal Scam Regulations Retail Vulnerability LiFi Twitter Best Practice Politics Monitors Lithium-ion battery VPN Travel Identity Theft Google Drive Business Owner Websites Automation Augmented Reality Going Green Virtual Private Network Smart Technology Physical Security Marketing Taxes Assessment Running Cable Server Management Botnet IBM HIPAA Printing Router Samsung Mobile Security Licensing Competition Search Maintenance Bring Your Own Device Digital Payment Sports Storage Information Technology IT service Cortana Humor Virtualization Computer Care Administration Drones Nanotechnology Dark Web Point of Sale WannaCry Typing Buisness Wires Data Breach Computing Infrastructure Time Management Access Control Chatbots Cyber Monday Error Cabling Troubleshooting Knowledge IoT Data Warehousing Cryptocurrency SharePoint MSP Technology Laws Alerts Network Management Identity Phone System flu season Experience Utility Computing Lenovo Microsoft Excel Web Server VoIP Bitcoin Update Staffing Touchscreen Downloads Proactive Unified Threat Management Cooperation Shortcut Fort Worth Administrator Disaster 3D Printing Windows 8 Chromebook GPS Healthcare Superfish Blockchain Cameras Digital Multi-Factor Security Law Enforcement Google Maps Network Congestion Remote Monitoring and Management Domains business communications systems Staff 5G Entrepreneur flu shot Uninterrupted Power Supply Unsupported Software Emoji Tracking Cost Management Application Permissions CCTV Spyware Google Calendar Gadget Users Display WPA3 Public Speaking Internet Protocol Flexibility iPhone Hacks Fort Worth IT Solid State Drive Mobile Data Management Networking Fraud How To Heating/Cooling Legislation Fleet Tracking VoIP streamlines Operations Current Events Social Networking DFW IT Service Hard Disk Drive Processors Laptop Enterprise Resource Planning Hard Drives Net Neutrality G Suite Firefox Servers Virtual Desktop Asset Tracking business network infrastructure Wearable Technology Motherboard Motion Sickness Supercomputer Halloween Google Docs Mobile Refrigeration Techology Internet Exlporer PowerPoint Software as a Service Help Desk Writing data services Fun Mail Merge Distributed Denial of Service Deep Learning Personal Information IT Budget Scary Stories Vulnerabilities Consumers Disaster Resistance IT Consultant Consultation Statistics Technology Tips Machine Learning Social Engineering User Error IT Technicians Modem Address Managed IT Service Meetings Computer Repair Notifications Geography Undo Proactive IT Hotspot Cleaning Bluetooth Comparison Relocation Software Tips eWaste IP Address Mirgation Google Wallet Cookies Redundancy Break Fix IT Sevices Webcam Corporate Profile Alt Codes Electronic Medical Records Crowdsourcing Dark Data Cables IT Consulting Language Quick Tips Printer Black Friday Private Cloud Environment Mobile Office Migration

Top Blog

Don't be Afraid to Replace Got an older PC that's causing you a lot of issues? Older technology is typically more expensive to run, and after a while, it's cheaper to simply buy a new desktop than it is to continue pouring money into something that always seems broken. It's a great time to buy wo...
QR-Code