5 Common Misconceptions About Document Indexing - 3Alpha Outsourcing Services

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5 Common Misconceptions About Document Indexing

Document Indexing

There are some people who still rely heavily on paper documents because they hold misconceptions about the quality, security, and ease of switching to a digital document indexing system. We listened to our customers and they have shared with us some of their initial hesitations, and we want to set the record straight on the benefits of document scanning and archiving.

The cost is too high

This is probably the greatest misconception about digital document archiving. Though there is an up-front investment, the benefits over time will significantly outweigh the initial cost. When you factor in the time, effort, and resources put into constantly maintaining a physical document retrieval system. It’s clear to see the savings of resources involved in document indexing. Paper documents require a constant supply of paper, ink/toner, equipment/equipment repair, and lost employee productivity scouring through index books, thumbing through paper files, etc. By converting your document archiving system to digital, your company can save hundreds of productivity hours annually.

The transition is stressful

While it is true that the majority of your current process document indexing process will change, there are ways to ease the anxieties of employees during the transition. Having a highly organized transition plan is the best way to keep employees in-the-loop. Announce your plans well in advance, letting employees know exactly what to expect and when to expect it. Allow for several question & answer sessions to make sure everyone is on the same page once the transition begins. And, assure those whose job descriptions are heavily dependent on handling and tracking paper documents that they will be vital both during and after the transition.

Data breaches are common

We have been hearing a lot about major data breaches in recent news stories, but the truth of the matter is severe data breaches are highly uncommon. That’s not to say they don’t happen and security is an extremely high-priority. But, the likelihood of your organization suffering a data breach is extremely low so long as you have a strong and reliable service to store your digital documents. And, of course, learn and follow the best practices for keeping your company’s sensitive information safe.

Fear of the unknowns of automation

How much control will your organization lose over your documents? None. In fact, your organization will gain more control over its data. How so? By digitizing information, you will have access to more tools to analyze data and gain better insight into your organization. Even though automation may eliminate some tasks, leading some to feel a sense of losing control, the truth is the exact opposite.

Worried the information will get mixed up or lost

When changing any work process, there is always the potential for mistakes as employees learn new procedures. But, by using a managed approach to document scanning and indexing, your company can avoid some of the pitfalls associated with trying to get your team to manage the transition. At 3Alpha, we are fully prepared to help you with all of your document scanning needs, answer any questions and help you discover the perfect solution for your company.