Digital Document Management and the Environment

February 27th, 2015

Digital Document Management and the Environment

Recent searching trends would suggest that we’re more interested in, or perhaps concerned by, the environmental impact our actions are having at home but also in business too. Businesses are increasingly looking at ways to cut down their carbon footprint from paperless billing to cycle to work schemes. Some companies even produce their own power through solar panels.

It is still possible to do some good and improve the environmental reputation of your company though, without going to quite such extreme lengths. Not a lot of people know but recycling and ink use is quite a considerable contributor to the poor state of the eco system that we current live in. For a start, there are the high transportation costs of paper, coming from South America and Asia primarily. There is also the effects of using printer ink, though small when you consider one printer, but much larger when you think of thousands of printers throwing out ink every minute of every day. Ink is also notoriously difficult to recycle, both in near empty cartridges and also in large amounts on paper. This is one of the silent killers that effects the environment each and every day.

So what can we do?

Well more than you might think actually.

Document Scanning

Those two words may conjure up images of nostalgia and family photos being scanned for later generations to enjoy, but there’s so much more to document scanning these days. These new found advantages can benefit businesses in both an environmental way and an efficient way.

If your company uses and prints a lot of documents on a regular basis, document scanning combined with digital document management is an effective solution for you. To get your backlog of documents scanned and digitised you should really outsource to a professional document scanning company who can scan tens of thousands of documents on a daily basis. Following the document scanning process, any correspondence that comes in thereafter will be easily handled by your own staff.

Essentially, document scanning helps you to go digital and take steps towards that sought after paperless office. Your document library will all be digital and held either on a computer or server and hosted over a shared network or via web hosting. The environmentally friendly elements of this are great and the benefits for your business are fantastic.

Benefits for You

  • You’ll see a vast improvement in productivity from staff who can now access documents instantly rather than having to wade through cabinets to find the files.
  • Files, they can be disposed of once you’re digital, leaving you more office space
  • Digital document management systems are also usually very easy to get into and require no extra knowledge of computers than a basic user would know.

Benefits for the Environmentdocument-scanning-environment

  • You’ll find that you use less paper
  • Less printer ink will be used
  • Less printers will be needed, full stop.

This can have a tremendous effect on both your business and the world around us, but it does of course require that many of us make the relatively easy transition.

There’s no reason not to, now more than ever.

The environmental issues in the world might be little more than talk for many, but it’s important to keep in mind how much small changes can improve things on a much larger scale. Helping the environment with document scanning is the first step you can take, but it’s a major step in helping the world, as well as saving your company money.

Be the change you want to see in the world – Ghandi

If you would like some more information on the document scanning services we offer here at Pearl Scan, how we scan documents as well as the other great services you could benefit from, feel free to explore our website or get in touch today. For a free, no obligation quote, complete our online form by following the relevant links below.

If you found this article interesting, why not take a look at these;
The Paperless Office
Lower Cost of Tablets Promotes Paperless Offices
Could You Be the Green Hidden Hero of your office?

Why Choose Pearl Scan?

In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     

Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.

We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.

The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.

Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.