Posted on April 6, 2022
Still on the fence about going paperless? Why wait any longer when your business can reap a host of benefits? The following are the top reasons to scan your documents:
More Office Space and Less Paper Clutter
When you run a busy office, it can already be stressful. If you throw in a bunch of paperwork and clutter it decreases workflow and makes everything harder to manage. Especially in the age of the new normal where businesses are trying to move to the digital space, having less office space or even not having the need for office space would certainly be beneficial for your business.
Enhanced Information Preservation
If you have important historical documents, you want to preserve them for years to come. Unfortunately, the aging process accelerates every time they’re handled. Document scanning is the “last touch” solution. Firstly, this lets you protect important information from physical deterioration. Secondly, it has the added benefit of improving the legibility of old hardcopy records.
Better Data Security
Your paper documents may be susceptible to deterioration or damage from unfavorable climate conditions or unexpected disasters. Fortunately, document scanning offers enhanced disaster recovery options to minimize impact and get your business back up-and-running quickly. Digital documents are securely backed up to prevent your information from being permanently lost or accessed by an unauthorized third-party.
Improved Staff Collaboration and Increased Productivity
A cloud-based document management system permits employees to focus their time on business-at-hand, instead of endless document searches. Sharing electronic documents with multiple staff members in various geographical locations streamlines business processes in a practical, collaborative manner.
Whether you’re in the healthcare, legal or financial industry, you want to ensure your business adheres to legal and regulatory requirements. Paper documents are not only challenging to organize, but they’re easy to misplace. Document scanning offers secure access to your most confidential documents when you need it. When you face the most stringent auditor or annual review, you’re fully prepared.
Better Customer Service
If you have customers in more than one region, it’s hard to provide consistent customer service. Instead of having to print and mail bills, invoices, statements and other items, document scanning lets you get important information to your clients much faster.
Improved Disaster Recovery
Most offices don’t think that a natural disaster could ever affect them, but what if it does? All of the records that hold your company together would be gone. And that is devastating to any business. Fortunately, document scanning offers enhanced disaster recovery for your business. Digital images can be backed up to tape or hard drive or protected electronically with an e-vaulting solution.
A Greener Planet
While document scanning may be considered a costly up-front investment, it can save you money in the long-run. If you imagine the time and resources spent on paper and records stored within your organization, you might find savings by going digital. And best of all, you can scan the documents you need immediate access to, and store the rest in an offsite records storage facility.
Document scanning isn’t just good for your business; it benefits the environment as well. According to the Paperless Project, the average office worker uses 10,000 sheets of paper every year. That’s a lot of trees! And even if a mere fraction of that paper ends up in the waste stream, it causes harm to the environment. Document scanning greatly reduces your business’ paper consumption for a greener planet.
Now that you know the benefits of document scanning are too good to ignore, why wait any longer?