Blog

Document scanning and the goal of going paperless has been one of the biggest talking points for businesses over the last few years. The incredible benefits offered by simply scanning existing documents and moving towards a digital way of working has allowed businesses in all sectors and sizes to reap the productive and financial rewards of this modern way of working. However despite offering up a range of advantages, some businesses are still reluctant to make the switch due to the initial financial outlay.

But exactly how much does it cost for a business to go paperless?

Essentially, and somewhat frustratingly, for business owners there is no set price. All businesses have different needs, wants and goals, therefore, we accurately say, “It will cost £XX to make your company paperless.” Depending on the size and requirements, document scanning can cost as little as a couple of hundred pounds, and rise up to thousands of pounds, with potential additional hardware investments on top of that. And although this may seem like a lot of money, the initial outlay and cost of going paperless is by far eclipsed by the incredible savings that can be made.

Reap the financial paperless rewards

Those who have embraced the paperless revolution have reaped the rewards; in fact the number one drive for businesses to go paperless is the potential cost saving. YouGov states that SMEs in the UK waste over £42.2M per day on finding and retrieving information. But once a company relies less on physical documents, this figure drops significantly.

So with that in mind, why haven’t more businesses taken the leap and looked into paperless solutions? Essentially, the human race is against change. As a species, we resist change whenever and wherever we can, only taking small steps at a time. And overhauling a workplace in order to embrace the benefits of a paperless environment is often seen as one step too far for many. Yet with such high levels of inefficiency, it’s astounding that so few businesses have rebuffed the idea.

The YouGov survey mentioned above also suggested that 65% of UK SMEs are still to take this very step, while 31% of respondents highlighting that if they weren’t looking for documents, they could use the time to work on business growth and development.

With such incredible statistics, it really is unbelievable that businesses are still focussed on physical and paper documents – and particularly striking that SMEs, which are usually seen as pioneers, are putting off these developments.

What are you waiting for?

If you’re thinking about taking the leap towards a paperless working world, get in touch with us and see how we can help your business improve its efficiency and give it room to grow with our document scanning and management services. We offer free, no obligation quotes and can work with you to meet your needs, on your budget.

There are big changes on the horizon regarding the way the EU approaches data regulation. To ensure that your business is on the ball, we’ve put together a complete guide covering everything you need to know about the new EU Data Protection Regulation laws set to go live.

EU data protection regulation – 101

Earlier this year the European Commission revealed a draft of its new set of laws that will replace the previous Data Protection Directive. They’ve renamed the decree the ‘European Data Protection Regulation.’

The release of the new regulation is designed to streamline the current data protection laws that exists across the EU member states. By switching to a ‘regulation’ as opposed to a ‘directive’ all EU member states will need to comply, thus eliminating the need for national implementing legislation.

So what does the new European Data Protection Regulation mean for European businesses?

Read on for our overview of what to expect.

The right to be forgotten

One of the most noticeable changes will be the introduction of the right to be forgotten. This will allow people to request the deletion of personal data, with organisations obliged to comply.

Integrated data protection measures

While in the past privacy has been somewhat optional, the new regulations rule that businesses must incorporate data protection measures into products and services from the very beginning.

The right to portability

Another new right sees consumers entitled to portability. This refers to the easy transmission of personal information from one data controller to another.

Taking a stand against profiling

While subject to certain exceptions, the majority of consumers will be empowered with the right to remove themselves from corporate profiling.

Greater understanding

Under the new regulations EU citizens will have the right to request insight into how their data is being used.

How your business can prepare

With the new changes set to take effect any month now, it’s important for British businesses to have an in-depth understanding of how to comply with the updates. One of the most effective ways to boost compliance credentials is to invest in document scanning services that digitalise all data, as it rolls in. This will ensure that all documents are safely stored in an electronic database. Should an audit be initiated your business will be able to produce all key documents in a matter of minutes.

Are advances in technology making it easier for businesses to adopt a more digital and paperless approach to every day working?

The Paperless Dream

The paperless office has been a long time dream of many businesses who can see the wide ranging benefits of ditching inefficient and bulky paper processes in favour of digital and more streamlined alternatives. Unfortunately, it hasn't been easy to part with our beloved paper and many offices still insist on storing their files and documents in hard copy despite its obvious downfalls.

So, Are We Any Closer to Success?

There have been some huge improvements in technology for businesses over recent years. Not only are there more digital devices to speed up the way we work but lots of these devices have now become portable giving access to the tools you need, wherever you are.

We have gone from static desktop computers to semi-portable laptops and we are now at the stage of seeing tablet devices like iPads introduced into the workplace letting staff pull up information in meetings and benefit from flexible working without being tied to the desktop.

Automating Business Processes

With these portable devices, it is easier to switch to paperless business processes. Paperwork you would normally store in hard copy format can be digitised and stored in either a shared network or in the cloud. By storing documents like this, you will be able to retrieve them instantly on your portable devices even if you are working remotely.

Whether you need to retrieve invoices, client information, HR records, contracts or anything else, they can all be in one place, fully indexed for easy text searching and retrieval. Going digital also means you can share and edit documents without having to print copies. There are even extensive capabilities to collaborate on documents simultaneously with applications such as Google Docs meaning you can be in separate locations editing the same document while seeing each other's edits too.

What's So Attractive About Going Paperless?

Adopting a paperless office brings many advantages including;

• Businesses can become more agile as a result of less reliance on paper.
• Paper can be difficult to manage, store, archive and search.
• Managing your documents digitally can speed up efficiency in your office.
• You can save costs on paper, ink and printing equipment.
• You can free up office space with the removal of bulky filing cabinets and boxes.
• Going digital offers the chance to be compliant without losing physical space for document storage.
• With digital storage you can minimize data loss by up to 99% and boost the longevity of your information.
• You will get a greater control of your documents and workflow leading to better productivity and higher office morale.

Make the Paperless Office Your Reality

With Pearl Scan's paperless office solutions, you can outsource your document scanning project to professionals with over a decade's worth of experience. We can scan your documents whether you have a little or a large volume of files, folders and boxes.

To aid with your paperless transition, we also offer a range of solutions to help you manage your documents once they have been scanned. If you want to store them on a cloud platform, we can offer our fully managed cloud system, Pearl Cloud. If you don't already have a system in place to manage digital documents, we can provide your scanned documents with Halogen. Halogen is our in-house developed document storage and retrieval software which has a powerful but easy-to-use interface which enables you to search through hundreds or even thousands of files and retrieve the one you need in seconds.

For more information about all of the paperless office solutions we offer, why not browse our website or you can get in touch and speak to a member of our sales team who can explain which solutions will suit you and your business. We can even draw you up a quote free of charge with no obligation.

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