How a document management company works

Document management companies offer a wide range of services to help businesses manage their documents more efficiently. These services can include document scanning, storage, retrieval, shredding, and more. In this article, we’ll take a closer look at how a document management company works.

1. Consultation: The first step in working with a document management company is usually a consultation. During this phase, the company will meet with the client to understand their specific needs and requirements. This could involve analyzing the volume and types of documents the client has, the current document management system in place, and any regulatory compliance requirements that need to be met.
2. Document Scanning: One of the primary services offered by document management companies is document scanning. This involves converting physical paper documents into digital files that can be easily stored, searched, and accessed. The company will typically use high-speed production scanners to scan large volumes of documents quickly and accurately. Once the documents are scanned, they will be indexed and organized in a digital document management system.
3. Storage: Once the documents are scanned, they need to be stored in a secure, easily accessible location. Document management companies typically offer a range of storage options, from on-premise servers to cloud-based storage solutions. The company will work with the client to determine the best storage solution based on their needs and budget.
4. Retrieval: Retrieving documents can be a time-consuming process, especially if the documents are stored off-site. Document management companies offer various retrieval options, including online access, on-site pickup, or next-day delivery. The client can typically access their documents through a secure web portal, where they can search for and retrieve documents as needed.
5. Shredding: Once the documents have reached the end of their retention period, they need to be securely destroyed. Document management companies offer to shred services to ensure that confidential information is properly disposed of. The shredding process is typically done on-site or off-site, depending on the client’s preference.
6. Compliance: Document management companies are well-versed in the various regulatory compliance requirements that businesses need to meet. These could include HIPAA, SOX, and GDPR, among others. The company will work with the client to ensure that their document management system is in compliance with all relevant regulations.

In conclusion, document management companies provide a valuable service to businesses of all sizes. By offering document scanning, storage, retrieval, shredding, and compliance services, they help businesses manage their documents more efficiently and securely. If your business is struggling to keep up with the demands of document management, a document management company may be just what you need.