Document Storage vs Document Scanning

February 27th, 2015

Document Storage vs Document Scanning – It’s a Digital knockout!

It’s the fight that all businesses across the world, and probably you too, have been slugging out for years; the fight on document storage.

It’s handy that you can store your documents and files away in a safe place where they can be accessed as and when you need them but it could also be an expensive solution and one that you wish were not a necessity. As it turns out, however, document storage is not a necessity, well, not in the way you might think of it. Let me elaborate.

Document Storage As You Know It

In the conventional sense, document storage is, in effect, saving files in a place where they are out of the way but are still there should you ever need them. Storage facilities are usually off site but there’s also a chance that you might be storing these files in your own property, in a space that could be better used, if you only knew what to do with all the files that are filling it.

At this point, document scanning is the perfect solution for you. Ok, so you might think ‘document scanning’ and picture someone sitting and scanning document after document, hour after hour but this isn’t the case, especially with services like ours here at Pearl Scan.

So, let’s get Document Storage and Document Scanning in the ring.

Digital Document Storage Advantages

A good document scanning service combined with a useful digital document management package could the solution you need. Why is that? How could the result be better than standard document storage?

Well, firstly, document storage can take up A LOT of space. Digital documents can take as much space as your computer or an external hard drive can fill. However, if you’re in a position where your office is connected up to an internal network, this will take up no space at all. That’s a lot of space you’ll save! Because the files are all digitally based in formats of your choosing, they are of no size whatsoever and this means that you’ll no longer have to pay for expensive document storage.

Round one to Document Scanning!

The document scanning process won’t bust your budget either. If you have a huge amount of documents then prices can start from just a penny per sheet so having a great deal of documents scanned in one go could cost less than you realise and we will always look to do a deal with you to provide the best value price.

Look at it like this, perhaps you’re spending in the region of £500 per month on document storage. That is a lot of money in the long run. If we give you a quote for your scanning project and the value comes to more than £500, then we can set it up so you will be paying your usual £500 per month but only until the total is paid off. After that you can begin to save.

Document Storage has had to concede round two…

Once that total is paid off, there are no recurring fees for storage as the documents are now stored completely with you. This puts them away from sight and out of mind, but still close enough, should you need the files. When you do find that you need specific files, they will be extremely easy to access. You will not have to travel to the depot where they are being stored as you will if you’re storing them externally. The files can be found with a quick search thanks to OCR technology which can make your documents text searchable and, with indexing, your files and documents will be named in a particular order, by name, date, reference number and anything else which may be of value to you.

It’s already round 3 and Document Storage is taking a severe beating!

Think about how good this can be for efficiency as well as saving costs. If you’re a company that stores your files internally, your files could be found in double quick time which means that staff will be freed up and able to complete other important tasks, if required.

Ding! Ding! Ding! We have a winner.

So not only is document scanning and management a money saver, it’s also a space saver and a time saver. It’s a clear knockout.
If you would like some more information about how scanning documents can work for you and your company, get in touch today. For a free, no obligation, quote complete our online form by following the relevant links below.

Did you enjoy reading this? Check out some more related articles-
Do you know what you’re paying for?
Hiring Scanning Services vs. Scanning In-House
When To Use Document Scanning Services

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.