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Why Your Business Should Consider Scanning Services
Fri Apr 28, 2023 | Admin
Have you heard the term of “going paperless”? If you recognize the terms cloud, digital, e-files, e-mail, e-anything; chances are you have a basic idea of what it means.
Let’s get granular though, in order to achieve the transition from paper to paperless many businesses opt for scanning.
Document Scanning is the practice of using scanners to convert paper files and documents into digital images. More businesses are scanning documents as a way to cut costs, increase productivity and improve access to their information.
In this blog post, we discuss the benefits of scanning services and offer tips if you plan to digitize your hard copy records.
Cost savings: Storing and managing paper documents is expensive, especially if you rely on file cabinets for document storage and retrieval. A standard four drawer file cabinet requires approximately eight cubic feet of floor space, which can represent a significant portion of your office lease costs. In addition to that, you need to factor in the cost of your time to find and retrieve your documents. Document scanning allows you to store and retrieve your documents online. This reduces your storage costs and provides greater work efficiency.
Information sharing: Paper-based systems are inherently inefficient. Documents need to be printed or photocopied so several people can view them at the same time. Document scanning enables your information to be shared digitally for enhanced employee collaboration and improved customer response times.
Environmental stewardship: Document scanning benefits both your business and the environment. By converting your hard copy records to digital images, you use less paper and toxic printer ink and reduce mailing processes that increase your carbon footprint.
Since they are inactive and will eventually be destroyed, it’s more cost effective to store your archival documents off-site. A scan on demand service keeps your paper records safe and secure in a commercial records center and allows them to be converted to digital images if and when you need them.
Renting/Buying scanners and software
Organizing documents and files
OCR/Optical character recognition
Training and/or hiring staff
Allocating dedicated imaging time
How are you managing your Business documents and files? Have you gone digital yet? If so, how is it working out for you? If you have any questions, remember we’re always here to help your Business succeed, just let us know how!