Also known as document imaging, scanning is the digitisation of documents into the form of a digital image. The documents may be converted to PDF, TIFF, JPEG or a range of other formats and the digital image can then have software applied to make the text contained searchable. The switch to managing documents in this way can bring a great deal of benefits which I have spoken about in previous articles. One particular benefit which attracts a lot of businesses towards scanning services is the way it can generate revenue. This might sound like an impossible idea but it’s true. Let me explain...
To make it understandable, I’m going to explain a situation that one of our clients were recently experiencing before they got in touch.
At the time, they were employing five members of staff to deal with the 2000+ proof of delivery (PODs) documents the company received on a daily basis. Each member of staff would manually deal with around 400 documents every day. Sometimes, in around 5% of the total documents completed, there would be a slight mistake which would mean that particular POD would need to be processed again and the client request dealt with by customer services then the corrected documents would be sent once again to their distribution department.
Assuming that each employee mis-processes around 20 of the 400 PODs per day (100 PODs overall), we can then calculate the money wasted correcting these mistakes. These 20 corrections would take around two hours for each employee to correct.
2 hours x 5 members of staff = 10 wasted hours.
If these staff are paid £10 per hour (as a round figure), those wasted hours equate to £100 per day. Of course that would be £500 per working week, adding up to a massive £26,000 annually!
Were they to invest just £5000 in scanning services to digitise their PODs and remove the risk of human error in processing completely, they would STILL end up generating £21,000 extra revenue each year. By these savings, just 10 years of scanning and digital document management will make the company over £200,000 in revenue!
If you’re looking at that and thinking “my company could never generate that much revenue”, you’d be surprised. Even with a small company, switching to scanned and digitised documents can save time and space and, as a result, generate that revenue from the word go.
Here at Pearl Scan we offer a bespoke yet affordable document scanning service which can help you on your way to generating more revenue straight away and for many years to come. We have worked with companies, organisations and individuals from a wide range of sectors including those who work with legal paperwork, healthcare records, HR files and education documents.
Along with our successful scanning service, we also offer some additional, optional extras such as OCR processing to make digital documents fully text searchable by their contents, document retrieval software to help you manage your digital documents efficiently, use of our cloud platform to secure documents online and secure shredding and disposal of your original documents. These services cost very little (and are sometimes even free) and can further aid the increase in revenue through efficiency boosts and space saving.
If you would like some more information about scanning documents with Pearl Scan or any of the additional extras, give us a call today. We can give you a free, no obligation quote for your scanning project and an estimation for how much money you might be wasting with your current processes.
The Scan-do Peopletm
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