We are told over and over again that we are living in a digital age but there are still some things that haven't moved completely in this technological era. Document storage is one of those areas. So let's take a rundown of a few reasons why going digital could be one of the best things you could do for your company.
When you hold files in hard copy form and store them in their hundreds in filing cabinets, folders and boxes, it can become quite a task to recover the document you need at all, let alone quickly. With digitised files, you can access the document you need through a simple search by file name, date, content etc. once they have been fully indexed and OCR processed.
With digitised documents, you can also share documents and files quicker without the need to print and send it via old fashioned post. A quick email or giving a colleague access to the file online is all you need to do. It's as simple as that.
Digital document management also brings with it the benefits of significantly reducing outgoing costs for your company. Now the files are fully digitised, there will be little to no need for printing which reduces paper and ink costs. You may think that having documents scanned in the first place will eliminate these savings but here at Pearl Scan, we offer document scanning from as little as a penny per sheet for large quantities and very little more for smaller projects. You will also save on document storage costs should you choose to dispose of the documents help in hard copy form.
Confidential information is often held on the documents we store and, if they ended up in the wrong hands, there could be serious consequences. When these documents are digitised, their contents can be protected from this kind of danger by encryption and passwords protection. Your documents will also be protected from the kind of damage sustained by hard copy papers such as rips, tears, stains and creases to future-proof the information on them.
These days, offices are increasingly looking for ways to be more environmentally friendly. There are many accreditations to identify companies that are actively taking measures to reduce their carbon footprints. ISO 14 001 is one particular accreditation Pearl Scan holds, showing our commitment to environmental issues. With document scanning from document scanning services, you can begin to make your office paperless, or at least 'paper light' to reduce your company's carbon footprint. Once you have taken the first step you may want to implement more schemes to make the office greener.
Not only can your company gain accreditations for being more environmentally friendly but you could even redesign your whole office once you've ditched the paper and gone digital. With a fresh new look, you could improve the reputation of your company. Potential clients will see your company as a forward moving and highly aware of what it takes to improve the business for both company and client. This can only be a positive thing because no one goes into a company asking for the slowest, most expensive service, do they?
So as you can see, going digital can bring many advantages for you and your company. If you would like some more information about how document scanning services can help make the transition to digital much smoother, get in touch today. For a free, no obligation, quote, complete our online form by following the relevant links below.
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