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Maybe it's the feeling of doom you experience whenever you open a discovery request. Or perhaps it's the time you spend tracking down an old file folder as a transaction deadline looms. There's also the cold hard reality that your internal storage facilities can't hold any more records.

All of these experiences point to a simple truth: Your office is swimming in paper. It's not a unique dilemma, either: Even the most impeccably organized financial services businesses are having trouble finding what they need quickly. Scanning can be a potential solution to this problem, but only if you use it as a fine instrument instead of a blunt tool.

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did you know?
            More than half of the raw material to make paper in the United States comes from recycled paper and wood waste from lumber manufacturing.

        400 million
    
fast fact
            Of the 400 million metric tons of paper produced worldwide in 2012, more than half were used for packaging and 27% for writing and printing.

Don't Dive in Alone

Have you been thinking you can just buy a big scanner and have an intern feed it faithfully a few days each week? Nice try. You've got these piles of paper because staff time is precious in the first place. Also, because these are sensitive documents, you need to keep them safe and secure.

When you hand over scanning responsibilities to a trusted partner, you gain both ready access to high-quality equipment and peace of mind about the security of your files. You'll also gain greater organization from fully integrated document management.

Every Record in the (Data) Pool?

No, the "everything" strategy just won't work. From banks and credit unions to mortgage servicers, financial services businesses are generating more documents than ever. Still, that doesn't mean everything needs to be digitized. In addition to racking up unnecessary costs, scanning for the sake of it will just clutter up your databases without minimizing risk. Also, if you scan without a plan, you could make documents harder to find.

Here's where working with a trusted partner can be a huge help. Once its team has converted your documents, your vendor should offer mortgage and loan document solutions that will ensure all file elements are complete and categorize all records for easy retrieval.

Maintain a Healthy Scanning Regimen

Once you've pared down your paper documents, you'll want to prevent the return of document bloat. An organized partner can assist you in developing and enforcing a regular scanning schedule, while also providing policy guidance to keep your conversion practices compliant.

So what about those records, whether they're paper or electronic, that you are no longer required to save? When seeking a vendor, it's important to find a partner for the entire lifecycle of your files. Look for a provider that can offer onsite or offsite shredding services and certificates of destruction to document that you have responsibly deleted outdated information.

By working with an experienced partner, you'll do more than put your house in order. You'll free up your staff to devote the full force of their days to building your business instead of navigating onsite storage rooms to find documents that may be as dated as your old paper-only filing system. On a personal level, you'll eliminate any doubts about your ability to respond to any inquiries. The combination of increased confidence and a sharper focus on your enterprise should be temptation enough to dive into improved scanning practices.

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