Banks should maintain a well-organized and secure data bank. Traditionally, banks store hardcopies in bulky folders. These files require a lot of space and are hard to move. They can be stolen and easily destroyed by natural elements.
Scanning bank documents to create digital records is important. It simplifies document management and boosts file safety. Digitally stored files are easier to access or organize. This guide will help you scan bank documents for digital record keeping with ease.
What are financial records?
Financial records carry information that detail the monetary aspect of an organization or individual. This data includes money earned and spent by the targeted entity. The information comprises various items like bank statements, receipts, tax records, and invoices. In a bank, financial records include every document that shows all financial activities.
An iPhone contains different built-in tools for scanning your documents. You can also download and install advanced tools from the Apple App Store. Search for the right information on how to scan on an iPhone. How to scan a document on your iPhone may depend on the scanning app you choose. Visit the SetApp website at https://setapp.com/how-to/how-to-scan-a-document-with-iphone-or-ipad for more ideas. One of the ideas could be to choose tools with advanced features to get the perfect results. For instance, the Notes app lets you create new notes and photos of your hardcopies. It opens the camera once you tap on the Scan Documents icon. The camera automatically captures the image and lets you edit and save it.
Bank records include deposits made by customers, withdrawals, and loans. It shows information about profits made by the bank. These documents enhance efficiency in a bank. It is a requirement by regulators that banks should keep these records securely. These records also help banks make various business decisions.
Why scanning financial documents for digital copies is necessary
● Boosts document security. Physical documents can be destroyed easily by fire, water, or bad weather. Digital files are more secure and are protected with various cybersecurity measures.
● Quick and easy accessibility. Digital files can be accessed from anywhere. They can be opened on a variety of gadgets.
● Minimizes clutter. A digital record does not require papers, files, and pins. It minimizes clutter which helps keep spaces cleaner.
● Improves document organization. Electronic files are easier to organize, move, or share.
Strategies for scanning electronic financial records
Prepare records for scanning
Identify the documents that need to be scanned before you start the scanning process. Have all the physical files ready to make the process quicker. You might want to remove staples to make the process smoother. Arrange the papers chronologically by date to avoid mixing them up. Ensure the papers are not dusty, or smudged to ensure the scanned copies are clear.
Prepare scanners and apps
You require the right scanners and applications for the task. A strong scanner generates clean and legible copies. Most digital printers contain powerful scanners. You can also use scanning apps like CamScanner and Adobe Scan. You may consider using document scanning services for financial records. These services have more experience and more advanced tools for the task.
Scan your financial records
Divide the records in batches to ensure no document is left out. Batch scanning enhances file organization. Set the scanner or app to a higher resolution of at least 300 DPI. The scanner might experience technical challenges. Keep a closer eye on the quality of each copy. Decide the best output format to save your files. The most popular formats are TIFF, JPEG, or PDF.
Implement digital records security
Be careful with the security of digital documents. Implement cybersecurity measures like two factor authentication. Create strong passwords and keep your device updated. Upload files on the cloud to enhance security and free up space on your device. Limit user permissions and sharing privileges.
Organize your digital records well
Open files for different types of financial records. Name the files properly and mark them well with bookmarks. Store customer records separately from the company’s internal files. Create data backups and encrypt them to enhance the security of every digital record.
Update and maintain digital files all the time
Your financial documents should be maintained and updated all the time. Maintenance includes reviewing and scanning for security gaps. It includes cleaning the documents and checking to ensure all backups are up to date. Update the records in your different data stores after every fresh scanning activity.
You may conduct a security audit or test your system for strength and vulnerabilities. Take action to seal any security gaps the testing process will reveal. Strong cybersecurity boosts your trust with customers. It saves your bank from financial losses due to data breaches.
Conclusion
Financial document scanning to create digital copies is important for banks. This process enhances file security, management, and accessibility. Identify the documents that require scanning and prepare them. Choose the right scanners and applications. Identify relevant storage solutions like the cloud and other large data stores. Review your storage and document safety consistently.