The ongoing development of technology is fast changing business practices, and with everything digitally stored, you can finally reclaim that space the many filing cabinets take up. Business revolves around documentation and always has, but with all your important paper documents digitally scanned and securely stored, you can move into the 21st century.
The Transition Process
Once a company owner has decided to get with the times, they simply call in a professional company that offer scanning services. All your documentation, regardless of its origin, can be digitally scanned and saved, which eliminates the need for storing the original paper copy. The average company has many filing cabinets that are full to the brim, and every passing day sees more added to an already considerable collection.
The scanning services company would be experienced in digital scanning and storage and can recommend the most cost effective way to make the transition, and can save all documents to your preferred file format. If you already have a LAN, the technicians can integrate the digital scanning and storage to your current system, which does not cause any disruption to the smooth running of the office.
If you are thinking that the only advantage to digital storage is the reclaimed office space, think again. Imagine a system whereby all your employees can instantly access any document from their workstation, and you begin to get the idea. Cloud based solutions allow for any authorised user to access the data from any location, which has many benefits for a mobile sales or service team.
Improve Office Efficiency
If you observe a typical office, you will notice the number of people that are either walking to, or leaving a filing cabinet, where they have come to locate a particular document. If you add up all of this time, it is easy to see how digitally storing documents is not only time saving, but every employee will be able to instantly access whatever they need, without even leaving their workstation.
Become an Eco-Friendly Company
By not using paper, you will be helping to reduce the number of trees that are cut down to provide us with the huge amount of paper we require to run our businesses. Once the transition has been made, your office staff simply scan any new documents and file them in the correct location, and with virtual filing cabinets, you do not need to physically go anywhere, as the documents can be accessed from your workstation.
Having all your paper documents scanned and stored also means you need security, and with the help of the scanning company, you can have a safe and secure storage system that is always backed up, so nothing can ever be lost. Any company would have confidential data that must be protected, and with the help of the experts, this can easily be achieved.
Say goodbye to the old practices, and welcome in the paperless age of business, which will not only be good for the planet, your business will benefit too.