How long will it take you to retrieve the files you need with differing document management systems?

Step 1

You need some information from a document to complete a piece of work.

Step 2

The document is only available in a hard copy that is stored away.
It could be in one of three places.

1. Filed in a filing cabinet in your office.
2. Kept in a dedicated room for storing documents & files.
3. Kept in off-site storage ran by an external company.

Step 3

IF...

• You are dealing with scenario number one- You will need to leave your desk and search through the filing cabinet, hoping the document has not been moved from where it has been filed.
• You are dealing with scenario number two- You will need to leave your desk and your office, find the room that stores the files, search through the files and hope that no one has moved it.
• You are dealing with scenario number three- You will need to contact the company which deals with the storage of your documents and ask to be sent your document. This may take up to a week, meaning your work will be put on hold until then. END.

Step 4

For scenarios one and two, you will then need to return to your desk to continue your work with the information you have just found. END.

Alternatively...

If you have had all of your documents scanned and placed into a digital document management system, here's how your step by step process will look.

Step 1

You need some information from a document to complete some work.

Step 2

The document is available in a digital format on the computer right in front of you.

Step 3

You open up the digital document management system or online platform and text search your document.

Step 4

There is your document, ready to read, edit and share as you wish. END.

As you can see, it is much more straightforward to deal with documents in a digital document management system than it is to go searching for hard copies which may not be where you think they are.

Here at Pearl Scan, we offer a range of document scanning solutions to help your organisation benefit from saving time, money and space. If you would like some more information on our document scanning and document management services, please get in touch today.

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The Scan-do People^tm


For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900

Provide better customer service with document scanning. Set your efficiency soaring with improved document management systems.

Do you often find the customer service lagging in your company due to poor accessibility of information? Your speed of customer service can be improved greatly if you switch your document management to digital.

How It Works

When you store your customer's information on hard copy documents stored away in filing cabinets it becomes increasingly difficult to find the files when you need them. If you are on the phone to the customer at the time and have to delay the call to find what you need, it will provoke a negative response from them. They will not appreciate having to wait when they just want an answer to a question or complaint.

So, what can you do?

You need to collect all of those files and customer information and have them scanned into a digital format. Once digitised, they can be placed into a system to make it simple to access the information you need at the click of a button, like this;

"Hello, customer service. How can I help?"
"Hi, I've got a query about my contract."
"Sure. Can I take your name and the first line of your address please?"
"Yes, it's Angela Jones of 41 Carnarvon Street."
[Typing]
"Ok Angela, I have the details of your contract here now. What's your query?"

See, how quick was that?! Especially when the alternative is this;

"Hello customer service. How can I help?"
"Hi, I've got a query about my contract."
"Certainly, can you tell me the details of your contract?"
"Well...[explains the details]...so can you help me?"
"I'm afraid I'm going to need to find your file and take a look at this for you. Can I call you back in half an hour once I've found it?"
"What kind of customer service is this? I'm busy and I just wanted a quick answer to my query."
"I'm sorry madam, I'll try and get back to you as soon as possible."

In this scenario, not only is there a lack of a personal touch when the employee knows nothing about the customer's contract, but the customer has also shown her displeasure at the service she is being provided with so she probably won't continue giving her custom to the company once the contract is up.

Every company that cares about their reputation will do everything they can to ensure they have exceptional customer service so why not take up a solution which could make that job easier? Digital documents bring a large number of benefits with them, particularly with regards to efficiency.

In What Ways Does Document Scanning Improve Efficiency?

• Documents are easier to access causing less delay to processes
• Documents can be edited without the need to print out a new one
• Documents can be shared quickly for instant replies and amendments

Pearl Scan Can Help

Here at Pearl Scan, we understand that successful companies don't have the time to go through backlogs of files and documents and scan them all themselves. This is why we offer a fully bespoke document scanning service for those companies, organisations and individuals wanting to reap the benefits of going digital without blowing the budget or wasting time. Our document scanning process is quick and simple yet effective and we provide free consultancy throughout so you know exactly what you're getting and how you can maintain your digital document management system once it has been set up. We also provide data capture services for customer feedback forms.

If you would like your customer service department to run as smoothly and effectively as scenario one, and who wouldn't, get in touch today for a free, no obligation quote.
 

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The Scan-do People^tm


For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900

According to WRAP's Green Office Guide, there are six 'printing culprits' in every office. Which one are you?

Let's take a look at the six different categories before you make your mind up...

The Pointless Printer

WRAP's definition: "Prints everything just because they like to have a hard copy of all documents, even emails."

These kinds of printers will end up with filing cabinets, folders and boxes of documents filling their offices to the brim.

The Competitive Printer

Wrap's definition: "The bigger the pile of what they perceive to be 'crucial' documents, the more important they think they look."

This person's documents will not be filed away but will be taking up huge amounts of space on their desk leaving very little room to work efficiently.

The 'Old School' Printer

Wrap's definition: "Feels they can't possibly comment on an email request without printing it off to read it and thinks it is impossible to edit documents by looking at them on screen – can only do so by printing off and writing amendments on the paper copy."

This worker's struggle to adapt to the digital age results in a mountain of paperwork and waste.

The Hasty Printer

Wrap's definition: "Presses the 'P' button before checking quantity, length, etc of the document and watches as 20 copies of a 200-page document in full colour come out of the printer, and then rolls their eyes as if the printer is at fault."

We've all been there, absentmindedly pressing print and then ending up waiting by the printer for hours. More often than not, the document won't be needed again anyway and if it is it's stored away so deeply that no one can find it.

The Sneaky Printer

Wrap's definition: "Acutely aware they are overprinting, and that such practice is frowned upon, but can't live without their paper – so gets in early or stays late to make copious amounts of what is possibly personal printing so no one sees them."

Whichever way you look at it, this is not a good approach to have, not only for the environment's sake but for the sake of your reputation within the company.

The Model Printer

Wrap's definition: "Double-sided, recycled paper. Only prints what is essential and likes to share documents with the rest of the team."

Here at Pearl Scan, we appreciate these kinds of people. They are environmentally aware and are also saving the company money and space by keeping print to a minimum. If you take steps to become the Model Printer then why not clear the existing documents from your office too. You could get them scanned and converted into digital format then they will be accessible at any time, from anywhere and the space they will take up will be purely digital space. If you are one of the other kinds of office printers then maybe you should consider cutting back on the printing to help you company's green credentials and save them money as well as clear up some space in your office.

To find out how Pearl Scan can change your bad printing habits through document scanning and document management systems, get in touch today. For a free, no obligation quote for your scanning project, complete our online form by following the relevant links below.

Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

The Scan-do People^tm


For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900