Digital document management has already helped thousands of businesses across the globe to improve their efficiency and save thousands each year, so what could it do for you?
Moving Beyond Pen and Paper – Digital Document Management
You might think that your business doesn’t need a digital document management system in order to operate better, but you might be wrong about that. We’ve written this short guide to talk a little more in-depth about how digital document management can help you and your organisation.
Do we need a digital document management system?
Firstly, let’s start with the type of organisations that don’t need a digital document management system:
- Companies that primarily deal with, and have always dealt with documents, digitally.
- Organisations that don’t have many, or any, documents.
So what is a digital document management system exactly?
So what are the benefits?
Digital document management has a vast array of benefits and advantages compared to that of having all of your documents paper-based.
The primary reason for the majority of organisations that use digital document management is an improvement in efficiency. No matter what type of business you are, having your document converted to digital and having them put into an electronic system is bound to improve efficiency. Because paper-based documents always have involved manual searching, you can now search through your documents by a simple computer text search targeted towards the particular folder where your documents are stored. This will return the results you’re looking for in seconds compared to however long it would take you to look through all of your paper documents to find what you need. This leads to a major saving in money and outgoings since staff are able to get more work done in less time which also improves staff’s morale because of a more varied and satisfying work day.
As mentioned earlier, getting your documents scanned and digitised will also potentially make your office paperless. This has a number of environmental advantages as well as monetary. Digital document management means less paper and less ink consumption. Printer ink is a huge contributor to global warming as it’s notoriously difficult to recycle paper containing a lot of ink, which, let’s be honest, most documents will do. Using less ink and paper also means less ink and paper costs for the company which can often be a great money saver.
There is also the space saving that digital document management can offer. Depending on the quantity of documents that you have as well as where they are kept, this can be a tremendous space and money saver. At Pearl Scan we have offered digital document systems to the likes of large law firms who keep their documents in storage for years and years, usually for legal reasons. This costs them considerably each and every month, but once the documents were digitised, they were able to access them instantly without retrieval costs and no recurring monthly fees, which saved them thousands, and sometimes over £100,000, each year. If you keep your documents on your own premises however, this can offer relief for your office space, space which can be used more effectively if you decided to dispose of the documents afterwards.
The simple fact is that digital document management has no disadvantages and only plus points from all sides.
So what can I expect from a digital document management system from Pearl Scan?
A lot!
We can only speak for ourselves obviously, but as well as the just some of the advantages which we have talked about above you can also expect your documents to be professionally scanned with the latest scanning equipment. We’re very proud of the work that we do and our scanning operators are trusted members of staff and our scanning equipment can scan thousands of documents each day. Our top class in-house developed software also enables us to process your documents quickly whether you’re using our OCR service, or we are simply indexing the documents for you.
Plus, depending on the amount of documents that you require scanning, we can often supply out document management software free of charge. Halogen, our flagship product, has been designed for ease of use and initial easy transition in mind. In development we have considered what most computer users are used to and have integrated that into our software so it is as easy to use as possible, smooth on modern systems from the past 5 years, and highly dependable, whilst still being powerful and robust.
If you’re interested in learning more about our digital document management, visit Pearl Scan’s digital document management page on our website here or feel free to give us a call on 0845 22 55 923 or email us here.
About Steve W
Steve is marketing manager here at Pearl Scan Solutions and our sister company Pearl Scan Legal. When his genius strategies aren't consuming his life he likes web and graphic design and continuing in his quest to become more environmentally friendly in everything he does.
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