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By DynaFile | Be paperless in 30 days or less

Scan to Cloud Technology: Why Sooner is Better Than Later


Scan to the cloud now to save your business time and money down the line.

Scan to cloud technology has evolved along with the advancements in the cloud itself and continues as a benefit to small business and big industries. Let me share a story with you about how it is beneficial to make this move sooner rather than later.

Many years ago, I worked for a construction firm that drilled water wells for both consumers and businesses. It was a family owned and ran business that the owner had inherited from his father and that he would in-turn pass to his brother-in-law or son-in-law, who had both worked for him since they were teenagers for over three decades.

State Required Reporting

When a company drills a water well, they must turn in what is commonly referred to as a well log in the industry, or more precisely, the State calls it a Well Completion Report, or WCR for short. This document contains all the vital information about the well itself, the exact location shown on a hand-drawn map (today they use GPS coordinates), depth of the well, construction information and other legally required data like the materials used and depth of the well seal.

After more than fifty years in the industry, the number of these confidential documents, completed on paper and filed in a locked room, filled a 12' x 12' space from floor to ceiling in storage boxes. Even though I begged the owner to upgrade his office systems, especially those paper-based processes, to something closer to the 20th (or even 21st) century, he and his family insisted on their old school strategy, citing things like power outages as a detriment to using today's modern technology.

Legal Issues

Here's where the story gets interesting. In order to sell or transfer the business into another name, the State is requiring all these reports be available in a digital, scanned format. Obviously I am no longer employed there, but upon my departure, they had barely begun to scratch the surface of this arduous task by outsourcing this mountain of work to a third-party and had already spent tens of thousands of dollars on this time-consuming endeavor.

This is just one of the many reasons to make the switch to electronic files using a scan to cloud filing system. Start storing this valuable information online in the cloud. For more information on scan to cloud filing, contact DynaFile today. 

- A guest post by D.J. Sartell

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