Document scanning – or document imaging as it’s also known – is essentially digitising all paper documentation by scanning copies directly onto the computer network or storage device. Here are some of the (many) benefits of document scanning.
8 Benefits of Document Scanning
1. Increased office space
Paper documents take up a substantial amount of office space – space that is prime real estate. Rather than cluttering up the office, scanning documents will allow you to free up this valuable space for other, more constructive and profitable business functions. It can also allow you to look at smaller office spaces if needed. Frankly, nobody wants to work in a dingy, cluttered office and document scanning makes for a crisper, cleaner environment.
With document scanning, the information needed by employees is easily accessibly and can be shared quickly among colleagues. This is hugely beneficial for companies with offices in remote areas where colleagues are looking for vital information from another office.
3. Preservation of important documents
Paper is very easily destroyed which means valuable details and information can be lost forever. Document scanning means that important historical documents will be preserved for years to come. There is no need to worry about spills, tears, disasters or big gusts of wind – scanned documents will be kept safe and secure.
Going paperless has huge environmental benefits. According to the Paperless Project, the average office worker uses 10 000 pieces of paper – this translates into the loss of many, many trees. Adopting document scanning will greatly reduce the need for paper, and the fact that documents won’t need to be physically transported will further reduce your carbon footprint.
5. Data security
Sensitive information kept on paper documents can be far too easily accessed, or damaged in a fire. To safeguard against a loss of records, companies were required to keep paper records at a second location – more space required and more chance of a data breach. With document scanning, you are able to use sophisticated cyber security measures to encrypt and protect information. No duplicates required!
6. Time saving
With just the simple click of a mouse, a wealth of information is readily available when you implement document scanning. This is not the case with paper documents which require time to sift through every item, as well as physically having to go to where the documents are stored. Document scanning means time saved which can be put towards more productive means.
7. Better customer care
Rather than having to print and mail hundreds – or even thousands – of bills, statements, invoices, notices, reports… or any other document…document scanning means fast, efficient delivery of notifications to customers, with a quicker turnaround. There is a lot less room for human error with document scanning, which makes for happier customers.
8. Cost savings
There are so many ways that document scanning saves on costs:
– Less office space saves on rental
– Fewer staff needed to sort and search through paper documents
– Time saved means more company productivity
– Costs saved on printing hard copies
– Massive savings related to office furniture and stationery
The list of benefits associated with document scanning is seemingly endless, but at the end of the day, if you’re looking to save on time and costs while boosting productivity, then implementing document scanning is the right move.