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There’s no denying that data is what makes the business world go around

And in a world that is reliant on technology to get everyday tasks done, businesses need to embrace digital processes – or risk being left behind, according to document scanning expert, Pearl Scan.

The company, which has assisted businesses all over the UK make the switch to a digital workplace, has warned firms that are yet to make the jump, that should they wait much longer they run the risk of being overtaken by competitors and perhaps being left at a point of no return.

Streamline management procedures with digital processing

Naveed Ashraf, Managing Director at Pearl Scan Group, said, “In a time of increasing uncertainty in the business sector as a result of the impending Referendum, and the start of a new year, now is the ideal time for businesses to start looking at their current offering, analyse what competitors are doing and look at ways they can streamline, increase production and save money to ensure they can continue to be at the top of their game.”

Moving from paper to digital offers incredible cost-savings which can then be used to fund other digital transformation initiatives, while embracing digital documents and digital document management allows files to be delivered as a hosted service on the cloud. Inevitably offering organisations the opportunity to cut down on storage costs and time wasted searching for documents, the savings seen can be company-defining.

The move towards digital has also been proven to support organisations in a number of non-monetary focussed ways. In addition to cost savings, moving towards digital processes offers organisations the opportunity to streamline management procedures and make it simpler for employees to find the information they need, when they need it, while also offering them the opportunity to deliver a better customer experience. Unlike with paper documents, customers are able to interactively engage with digital files, while companies can personalise them depending on customer preference and package purchased.

The advantages of scanning documents for a digital conversion

In an era where data breaches pose a significant risk, there has been a lot of talk about the security risks associated with digital data, resulting in companies being under an increasing amount of pressure to ensure their data, and in particular, their customer data, is secure. But digital documents offer security advantages for businesses that in this day and age are highly valued by customers. Digital documents can be protected in numerous ways, with encryption and secure networks for example, allowing companies to digitally transform while giving peace of mind to customers and enabling them to reap the benefits from day one.

“Despite security concerns, the future of business is undoubtedly cloud storage,” added Naveed. “Operating a cloud-based workplace correctly actually offers increased security for business and customers, while also bringing a myriad of other benefits, such as increased collaboration between staff, flexibility for workers and disaster proofing.”

If you’ve been researching document scanning and scanning services, the chances are you’ve come across lots of articles detailing how it can help to improve business processes. Therefore the answer to the above question is a resounding ‘yes.’ But understanding why and how it can be of benefit is another matter. In order to help you appreciate the role going paperless plays within a business, we’ve put together a list of the positive effects digital document management has.

How are document scanning solutions valuable for my business?

In a nutshell, document scanning solutions are valuable for your business because they streamline storage and the retrieval of files – all while making document management much simpler and altogether much more efficient. With this in mind, with an effective document management system, you will be able to:

• Save time and money

  Digital documents provide easy access to all your files and documents – at the simple click of a button. This means that both you and your workforce won’t spend wasted hours searching through boxes and archives in an attempt to locate the files and folders you need. This time saved can then be used elsewhere in the business – perhaps being used to help it grow.

• Improve your customer service

  With quality document scanning, you can digitise every single part of your backlog of files and index them accordingly. This means that should a customer request a specific piece of information at the drop of a hat, you will be able to find it instantly and make sure they are not left waiting.

• Reduce the need for storage

  Digital files are just that; digital. Therefore they take up absolutely no physical room. So by converting all the hard copies of your documents to digital files, you’ll no longer need to invest in storage facilities.

• Improve security of sensitive information

  Whether it be personnel files, HR documents or confidential business accounts, there are always files that you will not want to get into the wrong hands. Digitising these documents can help to protect them from preying eyes due to encryptions and passwords. You can also rest easy that they can be backed up remotely on highly secure servers.

• It makes sharing and collaborating a breeze

  Another great benefit of digital files over paper ones is the ease of which documents can be shared and edited. Colleagues based throughout the business can access the same document and make amends as necessary – whenever they like. This cuts down on time wasted going back and forth and makes it easier for creativity to flow

The right document scanning and document management processes in place allow you to focus on the important parts of your business, such as growing it, knowing that your documents are safe and secure.

Have you made the switch – do you agree with the benefits listed above?

For busy organisations, it can be extremely difficult to juggle the large amounts of incoming post – even when there is a dedicated team in place. But thanks to technology, they don’t have to struggle any more if they implement a digital mailroom.

Although the term ‘digital mailroom’ may sound scary, it is actually relatively simple. A digital mailroom is the automation of incoming mail processes. It uses document scanning and capture technology to digitise incoming mail in order to automate, and consequently streamline, the organisation and delivery of mail within a business. Not only can this cut down on time wasted, but can also help to cut down on the unnecessary costs of hiring and training extra staff.

So how can a digital mailroom help my business?

Digital mailrooms can improve efficiency

Employees will receive their mail digitally and fully indexed to their own individual email inbox every day. This allows them to view, edit, action or share it at the click of a button, allowing them to quickly get back to what they were doing to begin with.

Digital mailrooms offer increased space savings

As you won’t need to store large amounts of mail, you won't need a dedicated room for sorting through mail or somewhere to store filing cabinets full of the documents.

Digital mailrooms cut down on worries

A lot of things come through physical mail. Whether it be mass adverts and booklets or sensitive documents such as invoices and cheques, a digital mailroom means you don’t need to worry about it getting lost or falling into the wrong hands. All incoming mail will be sorted, scanned, indexed and sent directly to the correct inboxes without a second thought.

What about safety and security?

Did you know that digital documents can actually provide a more secure system? Storing paper copies of files leaves them open to loss, theft and damage, whereas storing them digitally instead can prevent this. File encryptions and password protections can keep documents safe so they cannot be accessed by anyone who doesn't have permission. Digital documents also come with the added bonus of being able to be backed up by cloud platforms which can prevent the loss or damage of all important data.

How much does a digital mailroom cost to implement?

This is a common question, but thankfully one that has a welcome answer. Thanks to digital mailrooms becoming more widely used, the costs of the services have decreased considerably. Helping to open them up to a wider range of companies, it means that even smaller businesses or companies on a tight budget, can still reap the digital mailroom rewards.

Do you want to give the digital mailroom a try? Get in touch with us today and find out how our sophisticated system can bring all of the above benefits you your business.