In today’s increasingly digital world, more businesses are scanning documents to keep data safe and securely stored while easily accessible for employees to find and share, whether working remotely or in the office. Document scanning also streamlines physical file management and the space to store everything, and it helps companies remain compliant with privacy laws and data regulations.
Going digital is the way to go, especially if your business is drowning in paper clutter, you’re looking for ways to save costs, or you worry about being the victim of an information leak.
What is Document Scanning?
Document scanning (also known as document imaging or document conversion) transforms ordinary paper documents into usable and accessible electronic files. Documents are put through a high-speed scanner device that converts the records into high-quality images.
Professional imaging services use state-of-the-art equipment that can handle various paper sizes, from sticky notes to oversized drawings, and can scan more documents at once compared to a basic office scanner.
Understanding the Importance of Scanning Documents
Here are nine benefits of document scanning to help you understand why digitization is an important document management practice that is essential for your business:
1. Digital files use less office space.
Using prime office real estate to store business documents is expensive and not the best use of space. Document scanning, on the other hand, frees up room for revenue-generating activities and it can allow organizations to reduce operating costs by leasing less space. When paired with document storage, scanning is a smart solution that all organizations should consider.
2. Digital data is easier to keep secure than physical documents.
Storing important documents in the place of business increases the risk of a serious security breach, and the chance of the records getting lost, damaged or destroyed is more likely. Document scanning services keep digital images and files safe by following safety measures, such as encryption, password protections and file activity tracking, to ensure that only authorized users have access to electronic documents.
3. Scanned documents improve employee productivity.
Digital documents directly impact productivity by saving employees time when finding, processing, sharing and archiving documents. With less energy wasted digging through file cabinets and tracking down missing information, workers can carry out their job requirements more effectively and efficiently. Features, such as optical character recognition, also enhance how users can read, edit and index electronic documents to save time.
4. Document scanning supports employee collaboration.
Document scanning is essential for all businesses in today’s digital world, where hybrid and remote workplaces are the norm. Paper documents are difficult to share and reproduce, whether staff work in the same office or in multiple locations. However, digital files allow employees to remotely access and view electronic documents simultaneously to support staff collaboration.
5. Digital documents improve the customer experience.
When paper documents are available in digital format, customers, clients and patients also benefit from faster response times and access to accurate information. With the ability to search and cross-reference records, employees can address questions and concerns more efficiently to improve customer service, satisfaction and loyalty.
6. Scanning paper documents saves money.
Converting physical documents into digital files is an investment – but it is a wise investment that cuts overhead costs in a number of ways. For one, the expense of printing, photocopying and buying ink and paper is drastically reduced. In addition, expensive equipment, ongoing maintenance and the office space to keep this equipment are not necessary. More importantly, document scanning helps businesses decrease labour costs. When employees no longer have the time-consuming task of searching for paper records in filing cabinets scattered around the office, they have more time to focus on growing the business and revenues.
7. Document scanning enhances regulatory compliance.
All organizations, from government offices, law firms and construction companies to those in the healthcare, education and financial industries, handle confidential business information that must comply with privacy laws and data regulations. However, paper documents are not only difficult to organize, find and maintain, but they are also challenging to track unauthorized access. Document scanning, on the other hand, protects paper records from falling into the wrong hands and provides businesses with a streamlined process for maintaining document retention periods to comply with government record-keeping requirements.
8. Document scanning improves disaster recovery.
Paper documents are vulnerable to fires, floods and unexpected disasters and are susceptible to deterioration and damage from inadequate climate control. When organizations incorporate scanning into their document management processes, sensitive data is kept safe and easy to access in the event of a catastrophe with no employee downtime or disruption of business. Scanning documents also helps organizations maintain full regulatory compliance and continuity throughout a disaster, so they can focus on their business and not worry about document management procedures.
9. Scanned documents are better for the environment.
Transitioning to a paperless office is good for businesses and the environment. Document scanning reduces the amount of paper circulated throughout the workplace, which decreases deforestation, pollution and fossil fuel usage. It also helps organizations consume less energy and printing products by reducing their reliance on paper documents.
Keep Your Business Documents Secure and Accessible With Blue-Pencil’s Scanning Service
Save valuable office space and time-wasted searching for records in over-stuffed filing cabinets by partnering with Blue-Pencil to accelerate your transition to a more digital workplace.
We offer an array of document storage and imaging solutions, including scan-on-demand, back-file and day-forward scanning services. No matter the size of the project, our company will help you create a flexible and affordable scanning program that will save you time and money. Your employees will also be able to securely manage and access digital files from virtually anywhere using our Online Image Hosting Centre.
If your business is interested in learning more about the benefits of document scanning, get in touch with our customer service team at Blue-Pencil to discuss your digitization project and request a free quote.