5 Benefits of Document Scanning
In previous posts we have mentioned the advantages and disadvantages of document scanning in quite some detail but, today, we thought it would be a good idea to bring all those benefits together into one, easy to digest post. This can be useful for all business owners because, as you’ll see from the following post, when it comes to having your documents scanned and digitised, there is literally something for every business to benefit from, whether you have 50 or 5,000,000 documents.
So let’s start with the big one, money:
Having your documents digitised through document scanning will save you money both in the short and long term depending on your business type. These cost savings can come in a number of forms such as saving on document storage space, either on your own premises or outsourced document storage. The savings on storage can be small or they can be quite significant, but either way, going digital does save money.
One area you will save significant costs is via the way your staff will work. If you process documents regularly, or need to access them on a daily basis then there can be a huge difference between going through filing cabinets and accessing files on a computer system in terms of both efficiency and staff productivity.
Scanning Doesn’t Cost a Lot
Despite being one of the top misconceptions about this area of business, document scanning through document scanning services is actually one of the cheapest ways to get your offices organised and get the most bang for your buck when it comes to improving your workflow.
Other companies aside, we charge from a penny or less per sheet to get your documents digitised. This is with larger quantities usually, but the costs could still surprise you immensely no matter what quantity you have.
Big Efficiency Boosts
This is one of the more obvious benefits of having your documents scanned and placed onto a digital document management system but the majority of our clients have confirmed to us that they have found some serious boosts in their efficiency due to the way their staff now work. A lot of clients took on our services for different reasons, whether it was to clear some much needed office space, cut out costs of storage or just to modernise but also found the added benefit of increased productivity.
There are a number of reasons for the increased efficiency advantage of document scanning:
• The documents become more flexible with the ability to share, email and even edit them.
• Less time is being spent locating documents in storage areas.
• Files no longer get lost due to being digitised and placed in secure virtual folders.
• Documents are easier to find thanks to OCR and indexing technology.
There are many other ways that going digital boosts efficiency and a lot of them are industry or company specific, but no matter what your area, getting your documents scanned will help to boost your efficiency.
As I’m sure you’ll realise, no matter where you are in the world, office space comes at a premium and every square inch is needed to truly give you the best value for money. So why fill that much needed space by keeping filing cabinets or even rooms full of files when there’s a more productive solution?
You may only have one filing cabinet and this might seem a little like overkill to you, but it’s amazing how removing that one filing cabinet can make all the difference. Perhaps removing it, followed by a quick office shuffle can make a significant difference in terms of overall space. On the other hand, we do get many calls from people who have rooms or even entire floors, purely dedicated to storing documents. They come away quite startled to find that they could save significantly as a result of going digital and how all that space can become a potentially small portion of a computer hard drive. For those who do dedicate entire floors or significant areas to their documents, this newly discovered space can be used in much better ways or can even be rented out to other companies which could recover significant costs.
Sometimes, new found space might not seem significant enough to warrant going digital, but think about your employees. If nothing else can be used in that space, then its more space for workers to move around and the whole area can feel more relaxed and free which, psychologically, can have a big impact on staff, giving them higher morale.
Better organisation overall
It might be stating the obvious now but document scanning does give you much better organisation. As we have already mentioned, with digitised documents, files are simple and easy to access and files are much less likely to be lost or deleted. On top of this if you have your documents converted and OCR processed too, your documents can be made text-searchable. This has a number of benefits including being able to find individual references in all your files such as names, numbers, addresses and much more. This isn’t just great organisation, it’s possibly the best organisation that money can buy.
So there’s just 5 very good ways in which document scanning and digital file management can help you and your business. If you are already on the way to being fully digital, why not let us know some of the ways in which it has helped you? If you would like some more information about the fully bespoke service which can scan your documents then get in touch today or request a quote for your document scanning project by following the relevant links below.