In paper form your documents are susceptible to a range of fates;
Without effective security systems and alarms, your documents can be stolen easily. While you may not think anyone will take a pile of papers, thieves or even disgruntled ex-employees may take them along with other more expensive items just in case they can get something from them.
You may keep physical copies of files and documents in any number of places ranging from filing cabinets to boxes and folders. Once these documents build up to large numbers, it can get harder and harder to keep track of them. Even with a coherent filing system, documents can be lost or misplaced causing severe disruption to the system. Also, if they are not backed up then that file could be lost forever.
Ruffling through filing cabinets and passing documents between different people over a prolonged period of time will damage the quality of them. They could get frayed edges, rips and faded content and if you have the documents out on desks etc. they could suffer further damage such as coffee stains. Also, if there is a damp problem where your documents are stored, the papers will be some of the first things to be damaged.
Here at Pearl Scan, we offer a workable solution to safeguard the documents holding important information in your office. We offer bespoke document scanning and management needs that you can tailor to suit the needs of you or your company. By having your documents scanned, you will safeguard them from the kinds of risks mentioned above. First of all, they can be password protected or encrypted so only the people who require access to the documents can see them. Secondly, they will be indexed and OCR (Optical Character Recognition) processed to make them fully text searchable. It will then be simple to find the documents and practically impossible to lose them. Last of all, when your documents are kept in a digital document management system, they can be copied and shared continuously with no damage caused to the original file.
As you can see, scanning your documents onto a digital document management system is a far superior method to hard copy storage and banishes the safety and security issues. Document scanning is a smart move which more and more companies and organisations are taking to reap the benefits of going digital. As the old saying goes, it's better to be safe than sorry.
If you would like some more information about the document scanning and document management services we offer, get in touch today and we will provide you with a free, no obligation quote for your project.
The Scan-do Peopletm
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