A lot of companies nowadays are in always in search of new ways to make their workplace more productive, efficient, and economical. Document management plays an important role in this. A 2012 survey revealed how 21.3% of losses in employee productivity are due to challenges in paper-based documentation that businesses encounter. Fortunately there are businesses that provide document scanning services like Orange County Document Scanning.
Converting paper files into digital files with the help of document scanning services can make a huge difference in reducing the task of managing paperwork at the office. Although some documents do require printing, digitizing them can significantly increase workplace productivity.
With document scanning services, you can achieve better efficiency, storage and retrieval systems, and greater security controls.
Let’s take a look into how digitization can be useful for your business.
You Save Up on Office Space
Storing paper documents means you’d have to arrange rows and rows of filing cabinets. Maintenance of these spaces is also considered unexciting. But by availing document scanning services, you’ll be able to free up a lot of space and to effectively utilize it. You’ll even eliminate the need to expand to a bigger office, but rather move to a smaller one, reducing your rental cost in return.
Working in an environment where employees feel suffocated and trapped under piles of papers and folders only lead to frustration and lack of motivation to work. By freeing up more space in the office, you give your employees more room to move. Decluttering space can boost morale and overall employee satisfaction.
Helps You Save Time
Digitally storing documents will help you save time spent on printing, arranging and filing documents. In addition, employees won’t have to spend hours trying to look for a document.
One report even revealed that employees, on average, spend 50% of their work hours searching for documents. Digitization of documents will not only make document retrieval easy, but it also saves you time you can use for revenue-generating activities, leading to better profitability.
Streamlined Storage and Updating
With digitization, all your documents will be stored in one location making it easily accessible for everyone. Everyone in the office will know where to find the information they need when they need it.
Because all information is now stored in one place, any updates made will be visible to all workers. It also makes it less complicated for workers to track the record of updates since old and new files are both easily accessible.
Easy Sharing
Digitized documents make it possible for project teams and workers to share important business information and records with one another, improving opportunities for collaboration. Document transfer among clients and external parties becomes a lot more efficient when done in this manner too.
Companies with a large client base or have employees working at different locations in the country or outside will definitely find digitization beneficial.
No More Missing Files
Records easily get lost or missing when they’re buried under piles and piles of paperwork, or when they have to be shared among many people. Document scanning services by Orange County Document Scanning guarantees that each document stays in one easily accessible location and that no paper goes into the wrong file.
Saves You Money
Research shows that US companies end up wasting $8 billion every year on managing paper. An ordinary office worker in the US uses up a staggering 10,000 sheets of paper a year. Just think about how much money your company spends on managing data in paper form. It’s a lot more than you actually think.
Fortunately, with digitization of documents, you get to save on money that goes into printing, filing and storing papers.
Guaranteed Security
Paper-based records and documents are susceptible to data theft, loss, and even accidents. By storing information digitally, however, you can guarantee better protection against the aforementioned threats. In some cases where necessary, access to information can also be restricted with the use of password protection.
Orange County Document Scanning services ensures that classified information, financial reports, pricing projections client information, and others are kept safe away from any threat of security breach.
Several data protection software that place better and stricter access controls on documents are now available. You can even check which document was accessed during a specific time and by which specific user.
Data back-up becomes so much easier and more cost-effective with the digitization of data. You also don’t have to worry about risks of natural disasters such as fires or floods with digital documents.
Makes Archiving Easier
When documents are converted to digital format, the task of organizing and maintaining records becomes a lot easier. Digitizing documents is less time consuming and a whole lot easier. This is a win for everyone—current and future employees included. They will be able to obtain business information in a logical and orderly way.
Better Compliance to Audits
Digital documents can make it a lot easier for businesses to meet their legal and regulatory requirements. Let’s face it audits can be very stressful especially if you miss some important documents. Document scanning, on the other hand, reduces the possibility of getting fined or penalized during audits.
Helps You Become Environmentally Conscious
Document scanning is not only beneficial for businesses but it also helps the environment in more ways than one. Because documents are now converted to digital files, paper, ink, stationary items and electricity consumption are significantly reduced. This contribute to reducing your carbon footprint, helping promote a greener, cleaner planet.
Environmentally conscious and responsible companies create better reputations for themselves. They are also able to encourage others to take a more environment-conscious step to storing documents.
Conclusion
Document scanning is necessary for organizing your work processes and improving productivity in the workplace. It also gives business owners and managers peace of mind that all important business data and information is kept under tight protection. If you’re interested in document scanning services, get in touch with a trusted company like Orange County Document Scanning to save your business time and money.
