subject: Why Invest in Document Scanning Services? [print this page] Why Invest in Document Scanning Services?
Investing in document scanning services can bring a wide range of benefits to your business. Documents can be scanned in bulk, at speeds if up to 500,000 documents a day.
Stop wasting space
Storing documents such as invoices, receipts, letters, articles, POs, drawings and more requires a significant and ever-expanding amount of storage space. Documents such as these can be scanned in bulk. As a guide, you can potentially store three filing cabinets' worth of data on one comparatively tiny CD-Rom. Imagine the money and space this could save you. Depending on the size of your company, this can easily translate to thousands of pounds of savings.
Slash administration costs
Studies suggest the average office worker can spend up to three-quarters of an hour looking for lost, misplaced or badly filed documents. Using document scanning and document management software can dramatically reduce this as documents will be accessible at the click of a mouse.
Estimates suggest that a department of 10 members of staff could save around 1,250 per month. It's easy to see how these savings can really add up and make a persuasive business case.
Manage risk
It is essential for businesses to have continuity plans in place in case anything should go wrong. Potential catastrophes include:
Flood
Fire
Terrorism
Other disasters
Using document scanning and software is the most failsafe way of backing up documents. They can not be destroyed unlike paper-based files. Some businesses have lost all their paper files as a result of such a disaster and seen their business go under permanently as a result.
Quality control
Choosing a reputable document scanning contractor will mean that you can rest assured that all documents are scanned to the highest quality standards, following the appropriate British Standards such as BS DISC PD0008.
Any good scanning contractor will be able to provide details of their security procedures as well as case studies of other clients they have successfully worked for.
Tailored service
The scanning service can be tailored to fit the needs of your business. Professional staff can collect documents from your business premises and scan them off-site. Alternatively, they can be scanned on-site if you prefer it. After scanning, your documents can be destroyed securely and you'll be presented with the appropriate certificate.
Staff can also help you stack, sort and pack documents if necessary.
