Is your organization underestimating the benefits of scanning physical documents?
Lots of companies find it hard to balance between physical files and the dream of going paperless. Although both physical files and digital files offer their own pros and cons, one of the main concerns for companies is how to bridge the two ideas. By using electronic content management following scanning protocol, companies can save time and money while successfully bridging the gap between paper and digital documents. Here are five practical ways scanning can improve a company’s document processes.
1. Simplify document management.
By storing digital documents in a central location, it makes document management easy. Employees will never have to waste time searching for files again. Any approved employee will be able to access any file with just a few clicks, knowing everything is protected and secure.
2. Prepare for a disaster.
What would happen if the office caught fire, or if a hurricane flooded the storage facility? Would the paper documents survive? Paper documents are very susceptible to natural disasters and theft, but digital files can be backed up offsite and protected with passwords.
3. Stop losing documents.
By turning paper files into digital files and using indexing features, employees ensure that they will always find the documents they are looking for in a matter of seconds. Stop wasting time running around the office trying to track down a years-old file, or having to recreate it when it can’t be found.
4. Get your office space back.
Most companies would benefit greatly if they could get rid of all those filing cabinets or use the storage room for more workstations. Document scanning lets businesses maximize usable office space, by transforming paper files into digital ones.
5. Save time and money.
Some businesses may put off by the upfront time investment it takes to scan years of paper files, but savings is recouped quickly by increased office efficiency and employee productivity.