Look around, gone are the days of endless tall metal filing cabinets stuffed with hanging folders and paper documents. Invoices, receipts, contracts – these are all a part of doing business, but they don’t have to remain in paper form.
Let’s take a copy (and filing) break to see the perks of swapping to a scanner for your office...
Benefits of an Office Scanner
Here are several advantages to going digital through the use of document scanning:
Take a look throughout your office, and see how much space is devoted to storage. Five-foot tall metal file cabinets have been a common sight in the workplace for decades.
Now picture what your office space would look like with those file cabinets completely gone. That space can be used much more efficiently. With document scanning, you won’t need to store all of that paper any more.
This factor is not as easy to quantify, but it becomes rather obvious when given some thought. How much time do your employees spend each day handling paper?
If a particular contract from a past client is needed, it requires your worker to leave her desk, walk to the file cabinet area, determine the correct file cabinet that holds that document, find the correct hanging folder, search that folder to retrieve the document, and return to her desk. When finished with the document, the whole scenario repeats itself as it gets re-filed.
With document scanning, all that is required is a quick search on the computer – no need to even leave the desk.
While you and your office staff are searching for paper documents, you could all be doing something more productive. Filing papers does nothing to bring in additional revenues for the company.
In fact, it costs your business money because of all the man hours that you are paying employees to perform this non-productive task.
It’s all about the ‘carbon footprint’ nowadays – Consider these expenses, which are ongoing for an office that depends on paper:
- Reams of paper
- Ink and/or toner to print or photocopy
- Disposal of shredded paper each month
Document scanning solves all of these problems easily.
When this procedure is put into use, a document often only needs to be handled one time. It is fed into a scanner, which reads the document (whether one page or multiple pages). The document converts it into a digital file, usually in PDF format so that any computer can open and read it.
The file is stored on either one computer, or on the company network, depending on the nature of the document and the size of your company. This is the beauty of document scanning – within seconds, the paper that you are holding in your hand can be immediately accessible to dozens or hundreds of employees. They just pull it up right on their screen.
“What About The Safety Of My Files?
One question that sometimes comes up is: “What about the safety of my files?” If the computer crashes, aren’t I at risk of losing all of my company’s documents?”
The answer to that is no – with proper preparation.
When you convert your office to digital, you must employ a redundant backup system that is designed to preserve all of your files. This includes a local backup right in your office, as well as a secondary off-site backup.
You will have a system in place that means your entire office could be destroyed by a meteor, but your files would still be safe and sound at another location.
Pick Affordable Imaging Solutions
Go paperless by scanning your information. Call Affordable Imaging Solutions today at 813-849-3302, we'll show you how!