Monday, March 17, 2014
When it comes to business, there’s never a way to tell when disaster will strike and turn everything upside down. Apart from losing physical assets, very important information may be lost and without a means to salvage the situation, a business may be brought to its knees. This is just one of the reasons why a company has to be keen on how it handles information that is pertinent to its operations.
1. More Space In The Office
In offices where medical, accounting and legal records are handled, files can pile up fast since so many documents have to be processed every day. With such huge heaps of files, the storage space required will be equally as large. This doesn’t make other businesses an exception though because every establishment has to deal with paperwork at one point or the other. Fortunately, owing to the existing technologies, businesses don’t have to deal with such situations anymore. By getting important papers scanned, the information can be stored safely through cloud storage and other means, meaning no physical space will be taken up. For this reason, you can be assured to have more room available for other uses.
2. Secure Storage
You may have a dedicated storage area for all your company files and it may seem practical and effective. The problem with doing this however is that in case a fire or flood occurs, the documents will get destroyed, and there will be no way to retrieve that information. Besides, through such storage methods, your folders can be easily ruined by mildew and other natural elements; not to mention the fact that they may get stolen by workers. Scanning the documents however helps you get them stored in a place that they will never be damaged.
3. Easy Backup and Retrieval
When you have files piled up in every corner of your office, finding a specific one can be very hard. It doesn’t matter whether you have put a lot of effort into keeping them in an organised way. By changing the files into digital documents though, you can store them on a computer which will enable you to access any document you need at anytime. Besides, once you have the documents in digital form, backing up the data will be easy and you can create as many copies of each file as you wish. This implies that you will indirectly be able to save more resources, and productivity will be increased as well because there won’t be need to spend time sorting through records or moving storage boxes from one location to another.
4. Safer Environment
Going paperless is the key to greener business dealings. By scanning your records, you use less paper, meaning lesser energy and water will be used up in producing more paper. Likewise, you will also contribute to a significant reduction in the pollutants released into the atmosphere. As a result, the overall environmental impact that comes with paper production will be reduced. Besides, using no paper in the office means a decreased need for the equipment used in copying, printing, scanning and faxing documents everyday.
5. Effective Sharing Of Data
Sharing hard copies of a document can be both expensive and time-consuming since it may imply producing several copies before physically delivering them to each office. However, once you get your documents scanned, there will be no need to do this. The specific file can be quickly uploaded on the computer, and then shared with all the relevant persons immediately through email. Converting your paper documents into digital files is beneficial and this is also the only sure way to safeguard critical company information. While a criminal can easily sneak into a storage area and obtain a particular file, this can hardly happen with digitised files since access can be restricted to authorised persons. In addition, there are instances in which business productivity may be affected simply because specific files weren’t available when they were needed. Scanning eliminates the possibility of such occurrences and therefore allows you to focus on other important aspects of your business.
Andy Morley works for a company called Clear Data in the UK. Clear Data specialise in Document management including invoice scanning, document scanning and secure document storage.
Visit www.cleardatagroup.co.uk for more information or connect with Andy Morley on Google+.