Risk Management Scanning Of Documents Reduces A Company’s Loss And Downtime

When a fertilizer company in West, Texas exploded in April 2013, the toll in injuries and death far exceeded that of the Boston Marathon bombing a few days later. This terrible event leveled much of the town, killed 17, including 11 first responders, and injured over 160 people. In addition, the explosion caused yet undetermined millions of dollars in property damage, as 150 homes, schools, a nursing home, and other buildings were destroyed or damaged.

Destroyed Documents Compounded The Damage

Though the company where the explosion first started is not expected to reopen, other businesses have a major job of document reconstruction ahead of them. Unless these firms had a risk management scanning system in place to electronically capture and store their documents, reconstructing client files, student records, and patient charts will be a slow process that may be impossible to fully complete.

Archiving Scanning: A Proactive Approach

A disaster such as this highlights the importance of proactively adopting a program to complete onsite scanning of all important documents. This process of archiving by scanning materials is a proactive way to prepare for the unknown, whether it is an accident like the fertilizer explosion, a tornado or hurricane, a fire, or other unplanned disaster.

This is a sound approach for any business, particularly for those in hazardous industries which pose severe risks of fire or explosion:

a) Petrochemicals, such as gasoline and oil
b) Nanomaterials, often used in electronics, biomaterials, energy production, and medicine
c) Chemical plants, such as fertilizer producers
d) Processing plants that produce a substantial amount of dust, such as sawmills, grain silos, and flour producers
e) Spray painting facilities that serve the auto body, boat, and furniture industries

Though companies engaged in handling hazardous materials might have increased risk for accidents or sensitivity to natural disasters, trouble does not pass over neighboring homes and businesses as was evident with the recent Texas explosion.

Mobile Document Scanning Services Can Save The Day

Businesses in virtually every industry can benefit from risk management scanning. Though the process can be labor-intensive, mobile document scanning services available in your area can dispatch a crew of professionals to provide quick and easy document scanning. The process does not disrupt your business or tie up your employees and the benefits are innumerable:

a) No physical storage space needed
b) Improved customer service
c) Faster file retrieval and sharing of files by multiple employees
d) Better security

Once the process is complete, the document service can even take away the paper files for storage or destruction. Most companies can also pick up the documents and complete the process at their location, if you prefer.

To reduce potential damage from natural disasters, accidents, and other unplanned events, consider risk management scanning to protect your company’s valuable files.