Document Scanning – Top 3 Tips

February 27th, 2015

The Top 3 Ways Document Scanning Can Help Your Business

In this article we are going to list the top 3 ways document scanning can help your business. Depending on how much you rely on paper-based documents, these advantages can have a range of positive effects on your company. Here we have a great guide to get you moving into a better system that works within your company.

So let’s get started:

1. Document Scanning Improves Efficiency

This is one of the biggest and most proven facts about document scanning and it’s the main reason that the majority of companies decide to go digital with their documents. When your documents are scanned and put into a digital document management system, they are much easier to find than paper documents. Think about how long it might take to search through filing cabinets and storage to find the files that you need. Even if you have a good idea of where they are, it can still take quite a bit of time especially if the files have not been put back correctly or are out of order. Searching for a document digitally means doing a quick computer based search which will take a matter of moments. This can have hugely positive effects on efficiency and productivity as more work can be done than ever before. Staff morale is also boosted as the result of a more interesting working day.

When you get your documents scanned by a professional document scanning company, the files are indexed in any way that you wish. This can be by a reference number, a client name or address or anything else that is relevant. That means that you can simply type in the appropriate information and the document should appear on the screen right away. This makes life considerably easier in the office.

2. Document Scanning and Digital Management Systems Save Moneydocument-scanning-saves-money

There might be an initial cost to getting all of your documents scanned, but the costs that will be saved in the long run, and in some cases the very short term, is exceptional. As we mentioned in the previous section, efficiency is improved and more work gets done. This means that you wouldn’t need to employ more staff and train them because of improvements in productivity. You will also find that the amount you spend on paper, printer ink and other office supplies involved will be cut dramatically as documents are no longer printed to be stored.

On top of this, if you are a company that stores their documents in a storage facility with ongoing monthly costs and retrieval fees, this can be cut out completely. Once the documents are scanned, indexed and placed onto your systems, they are in your own hands and can be accessed at any time. This removes the need for storing the physical files and also costly, time-consuming retrieval. Law firms, HR departments and a range of other sectors have already found that this system is excellent for helping with their document storage costs.

3. Document Scanning Saves Spacedocument-scanning-saves-space

When the need for physical, paper based documents is no longer an issue, the documents and the cabinets and drawers they are located in can be disposed of leaving you with more office space to use however you wish. In the modern, economical environment space is more important than ever and, in a lot of cases, every inch can count. The extra space can be used for extra facilities or just to give more breathing room for your staff to work in, which we’re sure they’ll thank you for!

Document scanning and digital document management is a modern day miracle for businesses in all sectors, big or small, and is also extremely cost effective. If you’d like to find out more about how scanning documents with Pearl Scan can help you and your company, get in touch today. Alternatively, if you would like a free, no obligation, quote fill out the online form by following the relevant links below.

If you found this article useful, take a look at some more related articles-
When To Use Document Scanning Services
Scanning Documents – Benefits For Your Company
Benefits of Going Digital – Quicker Sharing

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.