(ThyBlackMan.com) If you are trying to make the best possible use out of your limited office space and you have all sorts of old physical records taking up valuable room then digitising your records is an idea well worth looking into. It will allow you to reduce your paper usage and enable you to enjoy all the benefits of modern technology, as well as enabling you to do more with your office space or even downsize to a more affordable commercial property. But if it’s something that appeals to you then here are some tips worth considering before taking the step.
Understand the Sources
There are plenty of good practical reasons why you may want to digitise your records as well as to help you free up room in your office. It can help
you to improve access to information, protect your records, and provide integration with your current business information systems. Depending on the kind of business you run, you may find all kinds of unexpected benefits to going digital, resulting in greater efficiency in your workplace or a more satisfying experience for your customers.
Whatever your purpose in digitising your records, it’s important to plan the project carefully. To do this it is important that you and your team understand the records you are dealing with. Ask why the records were created, how the business process has changed and whether they are still needed, and whether digitising the records will add value to your business and the way it operates now.
Specialist Help
Finding the right people to manage your digital records is essential. The best companies in the market can help you plan digitisation projects, ensure the best technical standards are used, and take the correct decisions about what you should do with the source records once the digitisation project is complete. They will advise you as to how to handle your records, and what to do with your source records.
Tech experts can also help you to assess whether the source records can be legally destroyed, how the digitised records should be stored, and how much metadata needs to be captured. Firms like TNT Business Solutions which provide digital record management services can help you bust the jargon and work out the best approach for your business ensuring you can go digital quickly and properly, potentially enabling you to transform the way your company is run.
Staff Writer; Carla Jacobs