Many companies operate under the impression that scanning documents is a simple, but limited, method for document storage. Although scanning does indeed reduce storage costs, there are many more benefits to implementing a scanning solution than storage alone. In fact, electronically archiving your business records is just one small step you can take toward improving operational efficiency and lowering document costs.
Regardless of your specific industry, a successful scanning solution will reap many benefits, all of which will ultimately have an impact on your bottom line. Once your documents are scanned, document management software ups the ante by adding a laundry list of practical benefits that can save your business time and money. Scanning paper documents and storing them electronically also creates a centralized file cabinet with secured areas, limiting access to only those employees with permission to access specific files. In addition, the document management software records who accessed the document and provides an audit trail. Consider the fact that 90% of US companies had a security breach in the last year from people accessing hardcopy documents. Sadly, many of these breaches go undetected because there is no way to know who accessed these documents when they are in paper form.
Imagine the amount of time you spend hunting down specific documents. Now multiply that amount of time by your total number of employees. If time is money, a successful scanning solution will turn back the clock.
Here are just a few of the many benefits of a scanning solution:
• Increased productivity
• Shortened document retrieval time
• Increased compliance
• Reduced labor costs
• Streamlined auditing
• Reduced storage costs
It’s easy to imagine just how valuable combining a scanning system with a document management solution can be. And it’s also simple to see how inefficient it is to manage your business documents without these tools. For example, without a proper system in place, a customer might call with a question regarding his or her order. Because of the many steps involved in a given purchase, your employee must follow a veritable trail of breadcrumbs in order to answer the customer’s inquiry.
Oftentimes, this results in time lost, which, for your average customer, is frustration gained. A successful scanning and document management solution will allow all the documents associated with particular orders to be accessed by anyone at any time. This way, when the customer calls, your employee is ready with the correct answer almost immediately.
So, while scanning business documents is often useful, it is barely scratching the surface of scanning potential. Embrace the process of real-time scanning, and watch as your company’s workflow drastically improves.
Richard Hermann is owner and CEO of TC Technologies, Inc. The company has been awarded the CompTIA Managed Print Trustmark and is dedicated to delivering Smart Office Document Solutions for our clients. This includes cost containment, cost reduction and business process enhancements to improve the production and use of documents both hardcopy and electronically.