There are many businesses that could make effective use of document scanning solutions.
Take, for example, a chartered surveyor. They will have thousands of documents within their possession, from architect's drawings to highly confidential building plans such as hospitals and banks. These plans will detail the layout of the building and common sense tells you that it would be dangerous for these to fall into the wrong hands. They will also have large amounts of financial information on record. Each project that is undertaken will involve massive amounts of written communication to go backward and forward between client, surveyor, contractors and banks. At the end of the project, these will need to be stored for a minimum of 11 years. Take that amount of paperwork and times it by the amount of jobs done in a year and you will see the document storage problems will quickly build up.
Financial institutions will also have the same issues. This information needs to be highly secure due to the untold amount of problems that could ensue if the information falls into the wrong hands.
There is barely anyone these days that also does not recognise that the legal professions ability to create mountains of paperwork. Dubious people make consider this a way to make more money by charging for ever more communication but when it comes down to it, all legal matters must be written in black and white for future reference. These papers will also been to be held in high security storage.
So what to do with all this paperwork? All these documents must be maintained in an appropriate condition and in highly secure surroundings. They will need to be kept for a legal period of time so that they can be recalled for proof and any given time. What is the most effective way to do this?
Well, document scanning solutions are the best way, so far, to ensure that documents are safe from thieves and adverse conditions such as damp and heat. Documents that are sent off for storage will be kept in a temperature controlled environment conducive to getting the most life out of the papers. First, they will be scanned amid high security to enable the documents to have an everlasting, safe file. The originals can be recalled at any given time or, for convenience, disc copies can be requested for ease of use.
Document scanning solutions are a far safer way of maintaining documents in pristine condition and also a far more sensible way to save on storage space. It makes no difference if they are large scale building plans or simple tickets, receipts or barcodes, document scanning solutions fit all sizes. In fact, the companies that provide these services, most often will also add a secure destruction service if required at the end of the life of the saved documents. Free up your business space and utilise this space saving and secure service.
