How to Digitize Business Documents with SharePoint and Infomax Solutions

In today’s fast-paced business environment, SharePoint document management has become essential for organizations aiming to reduce paper use, streamline processes, and ensure regulatory compliance. 

By partnering with Infomax Systems Solutions and Services, Inc., companies can efficiently digitize paper documents—including HR files, contracts, and internal policies—using secure, searchable, and scalable digital solutions. This shift doesn’t just eliminate clutter—it unlocks productivity, data security, and intelligent automation across your enterprise. 

Why Shredding Alone Isn’t Enough

Some businesses rely solely on document shredding to “clean house,” believing it’s the fastest way to reduce clutter. While this helps with immediate security, it fails to retain the long-term value of your documents. Contracts, HR records, and company policies contain vital information that—if lost—can disrupt operations, hinder audits, and slow decision-making. Digitizing these assets ensures your team can access them anytime, from anywhere, without risking compliance or data loss. 

Infomax: Your End-to-End Digitization Partner 

Infomax offers comprehensive scanning, digitization, and records management services that ensure your most sensitive business documents are handled with precision. This includes:

• Employment and HR files 
• Legal contracts and service agreements 
• Internal policies, SOPs, and company memos 
• Compliance with Regulatory Requirements 

Every document is scanned securely, indexed with custom metadata (e.g., employee ID, contract type), and stored based on your compliance needs. 

Unlock Productivity with Kodak Alaris + SharePoint Integration 

At the core of Infomax’s digitization process is the Kodak Alaris Info Input Solution—a web-based capture tool that automates document scanning and classification. With seamless SharePoint integration, your digital files are automatically routed to the correct folders, reducing manual uploads and processing time. 

Key Features: 

• Batch scanning of HR documents, contracts, and memos 
• Auto-classification by document type 
• OCR (Optical Character Recognition) for full text searchability 
• Direct upload to SharePoint libraries 

For even more efficiency, the Kodak INfuse Smart Connected Scanning Solution enables direct network scanning without needing a PC—perfect for decentralized offices or departments. 

🔗Learn about Kodak Info Input Solution
🔗Explore Kodak INfuse Scanning

Don’t Just Scan—Track and Archive Smartly 

Digitization isn’t complete without governance. That’s where Infomax’s additional solutions come in: 

InfoTrack: Physical Document Tracking 

Keep an audit trail for hardcopies during and after digitization. 
🔗 Discover InfoTrack

Mobius by Rocket Software: Enterprise Archiving

Store digitized files in compliance with retention policies and regulations. Mobius integrates with SharePoint to extend its governance and storage capabilities. 
🔗 Explore Mobius

How to Eliminate Paper Documents in 5 Steps

1. Audit & Prioritize - Segment documents into: 

• Active & mission-critical (e.g., signed contracts) 
• Operationally important (e.g., HR policies) 
• Archival (e.g., employee files, old agreements)

 2. Scan & Classify - Use Kodak Info Input or INfuse to scan documents and classify them by type. Add metadata like department, document ID, or date. 

3. Index & Upload to SharePoint - Set up libraries in SharePoint with permission rules, metadata filters, and version control. 

4. Track and Archive - Monitor physical document locations using InfoTrack and use Mobius to apply retention policies and legal holds. 

5. Certified Destruction - After verifying all documents are digitized and backed up, securely destroy the originals using Infomax's shredding services. 

Why This Matters 

✔ Reduce Operational Costs – Free up office space and eliminate offsite storage 
✔ Ensure Compliance – Follow the Data Privacy Act and ISO-aligned retention schedules 
✔ Enhance Productivity – Staff can access and search documents via SharePoint anytime 
✔ Improve Security – Digitized documents are encrypted, backed up, and permission-based 

Ready to Get Started? 

Transform how your organization handles records—securely and intelligently. With SharePoint and Infomax’s document digitization solutions, you can streamline HR workflows, manage contracts effectively, and stay audit ready. For more information, send us an email at inquiry@infomax.com.ph or Contact us for a free consultation.