Reduce Costs with Document Scanning

by Isabella Janovick, Marketing  Manager, Anacomp, Inc.

Even with all the digital technology and the advancements of the cloud and its capabilities, businesses are generating more paper than ever before and continue to try to manage this paper in a digital world. The transition from paper to digital is easier than one might think, and the cost savings after the conversion is the greatest benefit of all. While there are many scanning devices that offices can use in-house for smaller jobs, larger jobs are quite often outsourced to professional scanning companies who not only have the ability to scan any type of image (i.e. paper, microfilm, microfiche) but have the software for document management, data extraction, indexing and classification. With the assistance of this key technology, organizations can be left to manage core business functions full time. Here are some of the top reasons on how organizations can reduce costs with document scanning and a digital workflow.

Time Savings
Document scanning and imaging can greatly reduce the amount of time spent on filing and retrieving documents. The cost of misplaced documents and having them replaced can be decreased or cut out completely.  Scanning paper documents in house with mediocre equipment can take up a considerable amount of time from employees and can result in errors. By using professional scanning services with advanced equipment, experience and expertise, employees can spend their time on more important tasks and projects. 
With a document management system, scanned documents can be found quickly and easily using a simple keyword search. The problem of finding a certain document buried in a pile of paperwork or losing an important document will no longer be an issue with an electronic workflow. Deadlines of finding, researching and providing certain data can be made with the quickness of finding the documents with a few clicks of the mouse.

Improved Efficiency
Document scanning and document management not only reduces cost with time savings, but improves efficiency as well. In a digital workflow, staff members can have access to the necessary data quickly from either a desktop or a mobile device. With professional document services, labor intensive processes can be reduced by having files set up and organized with custom settings, rather than pulling paper files, copying them and not replacing them properly. At first, the digital workflow may seem to show minimal results, but over the course of just a small period of time, the amount of productivity on document searches will be considerable.

Share Records Smoothly
A digital workflow can provide organizations the ability to share records and data instantly with a variety of users such as staff and customers. Security access can be at a user or role level with custom set permissions. Documents can be easily shared with users in multiple offices and locations, providing secure, flexible access at any time. With electronic retrieval and email, scanned documents can eliminate the need for costly reproduction and mailing.

Storage Savings
When documents are stored electronically rather than in filing cabinets and storage facilities there is no need to pay for physical storage costs since the paper documents can be destroyed after scanning. Physical office space can then be utilized in more efficient ways such as additional workstations and people, avoiding the need for costly office moves or unnecessary expansion of office space.

Not only does the lack of filing cabinets and boxes reduce a significant amount of space, but it also cuts down on office clutter, creating a better work environment overall. More space, less clutter, and a better work environment will improve office conditions and boost employee productivity.
 
Quality
It might cost less for an organization to scan documents in-house, but poor quality is a huge risk. Errors can be made by unexperienced, unknowledgeable employees rushing through a project too quickly or not knowing how to properly use the scanning technology or devices. The project can than cost the organization more in terms of time, if documents need to be scanned more than once. Using a professional scanning service guarantees high quality and efficient scans the first time. Organizations can than concentrate on their core competencies that drives their business, leaving the document experts to concentrate on theirs.

Prepare for Disasters
With a digital document management system there is no need to worry about disasters such as a flood or fire destroying paper documents. Scanned documents provide backup copies of paper records in an easily portable digital format. This provides extra assurance that all scanned records will be accessible should a disaster strike. For any business the permanent loss of documents can prove to be traumatic and have a significant impact financially.

Environment
By scanning and shredding documents, the paper used will make its way back into the recycle stream. Less paper is than produced which aids the environment. Physical transport of documents can also be cut, which reduces the carbon footprint.
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Businesses should always be looking for opportunities to become more efficient and reduce costs. One simple way of doing this is to convert all paper documents into an electronic workflow. Scanned documents save time and money, can be stored more securely, are easier to find and are good for the environment. Record and data management may seem overwhelming, but it is a necessary part of doing business and the conversion of the paper documents can be done seamlessly with the latest document imaging technology.
 
For further information on how a document management and scanning company can provide solutions for your conversion to a digital workflow, please visit www.anacomp.com or email us at [email protected].