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According to recent reports, more paper than ever is being thrown away and 35% of companies are ordering more paper than they were five years ago. So what's the problem? What is stopping businesses taking paperless steps?

The paperless office. Yes, we do talk about it a lot but judging by these reports, it needs discussing a lot more to change people's misconceptions about adopting digital business processes. So, let's take a look at the most common excuses that have prevented companies going digital with their document management.

It's too expensive to go paperless

This is not the case. In fact, you may well be wasting money with your current system on document storage and file retrieval costs among others. If you don't have the infrastructure to handle the digitisation process yourself then the smart choice would be to outsource to document scanning services rather waste money on attempting it yourself. Plus, outsourcing usually costs a lot less than you realise for the services it brings.

I can't get rid of aLL of the paper in my office

This is a common misconception about the paperless office which shows that perhaps it should have been called something else. While achieving a completely paper free office can be achieved if you really set your mind to it, the paperless office concept is really just to encourage the use of LESS paper and adopting more efficient and environmentally friendly means of doing business. Now this idea is easily achievable!

I will need to train my staff again

In this increasingly digital age, we are all surrounded by digital products on a day to day basis whether that's mobile phones or computers so if you adopt the right document management software, it will be simple enough that it can be picked up by anyone with a basic knowledge of computers.

My documents will be less safe in digital form

Again, not true. This rumour is constantly fed by news of digital files being hacked and information leaked but if you use safe servers and file encrypted documents with passwords, your digital documents will be completely safe from the risks of loss, theft and damage that paper documents are increasingly susceptible to.

Paper is too important for my business

This opinion is definitely just a mind set. In the same way that we claim we can't live without our mobile phones , it is simply a case of adapting to change. Where you would usually use paper documents to share important files with colleagues, you can just send a digital file over email. It can even be edited in real-time with apps such as Google Docs.

Going paperless won't change anything

There is such a broad range of benefits that come with going paperless that it's incredibly likely that it will bring at least one positive change to your company. You could;

• Save huge costs on storage
• Speed up file retrieval times
• Improve customer services
• Give your documents more security
• Increase office efficiency
• Boost green credentials
• Save/reclaim office space
• Boost employee morale

...the list goes on!

It's always been done this way, why change it?

What kind of attitude is that? If everyone thought that way, we would still have walking as the only mode of transport and be cooking dinner on bonfires! Progress is important to improve everyday life. Sometimes you might not even realise the positive effects a change can have until you make it. Just think about the evolution of the telephone to smartphone. All I can say is you'll never know unless you try and the benefits speak for themselves.

How Pearl Scan can help

Here at Pearl Scan, we offer a wide range of paperless office and document scanning services which can be tailored to suit the needs of each individual client. Our services can ensure the process from paper to paperless (or at least paper-light) is a smooth one with optional extras including OCR processing, cloud hosting and document retrieval software. If you would like some more information about the paperless office and how your company can benefit, check out some of our blog articles. For a free, no obligation quote for paperless office solutions, get in touch today.

Document scanning can boost your green credentials, lower your carbon footprint and even take steps towards saving the environment.

Running a physical file storage system can be one of the most harmful ways your company is conducting everyday business. Simply by switching to digital file management you can begin saving the environment, one document at a time.

Embrace Digital Document Management

Most companies don't realise the impact their file storage method is having on the environment but continuous use of paper, ink and printers can be very harmful for the planet. This is where digital document management provides a much needed boost for companies' green credentials as well as reducing the release of harmful chemicals and using less paper.

What Can Be Done?

You just need to complete a few steps to implement an efficient and environmentally friendly document management system.

Firstly, you will need to digitise the files you currently store in hard copy so they can be viewed, edited and share digitally without the need to waste paper photocopying and printing multiple copies.

Secondly, these files should be indexed and made fully text searchable to ensure improved file retrieval times before being placed onto a shared network or online cloud platform.

Finally, you should encourage your staff and colleagues to think twice before printing and send messages via email instead of on paper.

It's quite simple really but the impact can be huge!

Other Green Ideas for the Office

Document scanning can help you take a huge step towards boosting your company's green credentials but it can be complemented by other schemes;

• Cycling to work or car sharing to reduce carbon emissions.
• Recycling in the office.
• Switching off lights and electrical equipment when not in use.
• Encourage the use of mugs and glasses NOT plastic cups.
• Purchase 'green' office stationery and organic food supplies.
• Use energy efficient lighting methods

For more green office ideas check out this list.

Document Scanning Services

While we know that you can't wait to start helping the environment, we also understand that sometimes you just can't spare the time to digitise documents and set up new management systems so that's where Pearl Scan can help. As a document scanning company, we handle the entire process from collection of your documents to scanning, conversion, delivery of digital files and disposal of hard copies. Our service is completely bespoke and can be tailored to suit each client's needs offering a huge range of benefits from cost and space savings to efficiency boosts and 'greener' offices.

For more information about our document scanning services please feel free to browse our dedicated website and blog or get in touch today for a free, no obligation quote for your scanning project.

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

Companies are always looking for ways to improve their workflow but sometimes the answer is staring them right in the face.

workflow

noun

1. the sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion.

Most of us already know what a workflow is, and besides it's pretty self explanatory as you can see, but the hard part is finding a successful solution to actually speeds it up.

We can spend hours looking for files and relevant information in filing cabinets, folders and boxes before sending the documents to colleagues and relevant parties. We will then have to wait for them to receive that information before being able to continue with the work needed. This method can not only be frustrating but it is also inefficient and time wasting.

There must be a better way!

Don't worry, there is. It is simply a matter of bringing your workflow into the digital age. You probably already use email to communicate with colleagues, employees and clients so why not make the simple step to handling your documents digitally too? Let me show you how you can do this;

Step One- Prepare to ditch those cabinets, folders and boxes cluttering up your offices and slowing down your workflow.
Step Two- Set aside some time for you and your colleagues to sort through those documents.
Step Three- Securely dispose of all of the documents you no longer need, whether because their file retention period has passed or just that they are no longer needed.
Step Four- Gather the remaining important files and have them digitised.
Step Five- These digitised documents should be indexed and OCR processed which will make them easily searchable.
Step Six- Your digitised and indexed documents can then be implemented into a digital document management system.
Step Seven- Hey presto! You've taken the first step towards an improved workflow.

Ok, so you've seen the process (more about that a little later) so let's take a look at what benefits a quicker workflow and electronic document management can bring.

Benefits of a More Efficient Workflow

• If you host your document management system through a shared network or online cloud platform, you and your colleagues can have access to files and information from any device, anywhere, at any time. Better flexibility with your documents means you don't have to be at a certain computer to work with your files.
• Having digitised documents means you can edit and send them in real time without the need to reprint, photocopy and refile them.
• With the increased speed of working with digital documents, you can complete more work in a shorter space of time.
• More work completed = more profits gained
• Without the stress of searching for paper documents, the workforce morale and motivation will be boosted.
• Customer service departments will be able to deal with clients more efficiently sending a positive message to those already using your services as well as potential clients too.
• A company with an efficient way of working will gain a better reputation in the market.

Pearl Scan's Document Scanning Service

So the benefits are great, right? But you're worried that you won't have enough time or budget to scan, index and digitally file the documents yourself. Well, this is where Pearl Scan can help. We know how useful document scanning and digital document management can be for successful companies but we didn't want them to lose the benefits by attempting to do all the work themselves.

So, we offer a fully bespoke yet affordable document scanning service to take that stress off your mind. We handle the entire process from collection of your files to delivery of digital documents and safe disposal of the originals once you are happy. We also have a quick turnaround time for document scanning with our brand new scanner so you won't be without your documents for very long.

Before we begin your project we can provide you with sample scans of your documents to ensure you are completely happy. Our document scanning services also include OCR processing and meticulous quality checks as well as the option of hosting your documents on our online cloud platform, Pearl Cloud and/or using our specially developed document management software, Halogen.

If you would like some more information on the document scanning services and document management solutions we can offer here at Pearl Scan, feel free to browse our website or get in touch today for a free, no obligation quote for your scanning project.

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