Many organisations now use document scanning services throughout their office using them to scan invoices, help with HR record management and even to facilitate a totally digital mailroom. There are a number of different reasons as to why this virtual way of managing documents is chosen, including the cost benefits and digital preservation of physical files, but the main motive for implementing document scanning services is to increase productivity.
Many offices are guilty of harbouring large amounts of clutter, with piles of letters, documents, and files accumulating on personal desks and in the wider working environment. Clutter is not only distracting and messy, it can also effect levels of productivity in a large way. A report by the Princeton Neuroscience Institute entitled ‘Interactions of Top-Down and Bottom-Up Mechanisms in Human Visual Cortex’ revealed that in a cluttered environment, the brain has too many visual stimuli which restricts the ability to focus, as well as limiting your ability to process information. With lots of information for the brain to process, mental resources are also used up much quicker, causing higher levels of frustration which can negatively affect ability to work effectively. Making the change to using a digital mailroom can improve this by removing any junk mail, and sending only the messages that matter directly to those that need it in a digital format. Desk space is also cleared when scanning documents to PDF as files that were once shared by printing out and handing to a colleague can easily be sent with a click of the mouse.
Easy access to information
Much of a working day can be spent on locating the physical information that is needed to complete the actual task at hand. For example, a HR professional needs access to multiple records on a regular basis such as employee details and payroll documents. In a conventional office environment, time can be wasted searching through filing cabinets and unorganised drawers to find the data needed. When implementing a HR document scanning solution, or any document scanning and management services, virtual files are stored in a digital database which organises and categories the information so it can be found quickly and easily. Staff will be able to achieve much more with the time that is then freed up, boosting morale as well as productivity.
Free up space
Bulky filing cabinets, bulging mailrooms and unorganised storage cupboards take up a lot of room in the office, but when implementing document scanning and management solutions there is no need for this space to be wasted. While your staff enjoy higher levels of productivity from the organisation achieved and time saved when using this virtual system, creating more room in the office can open doors to opportunities for growth. More desk space is now available, allowing you to hire the new staff you need that will help make your workflows run much more smoothly.