Digitize Your Files and Hire Only the Best Document Scanning Services

You should consider scanning your paper documents and other hard copy files into digital pictures if you oversee handling your organization’s paper documents and other hard copy files. We’re not recommending that you scan your files yourself; after all, your organization is unlikely to have high-capacity scanners capable of handling the vast amount of paper files and business papers that you’ve been accumulating over the course of years. The good news is that there are already a number of competent document scanning services that can take care of all of your electronic capture requirements in a short amount of time.

 Why Should You Scan, Create and Maintain Digital Files?

There was never a better moment to digitize your records. There are several advantages to digitizing records, many of which you may be unaware of. The following are ten compelling reasons to have your office papers scanned and converted to a digital version.

#1 – Decrease the time required to get documents

With a consistent standard naming scheme in place, your personnel will be able to retrieve the documents they require instantly.

One group estimates that the average employee uses 400 hours a year looking for papers. Consider the time and money your firm would save if you could access your documents nearly instantly. Even halving the time spent seeking and retrieving information can result in tens to hundreds of thousands of dollars in savings for your firm. You may now apply for optical character recognition to your digital documents because we now have the OCR software so even if you were not able to index or capture the file names, you have nothing to worry about.

#2 – Maintain the security of documents

Businesses are required to prevent sensitive information from slipping into the wrong hands under laws and compliance requirements such as HIPAA and FACTA. Digitally saved documents enable you to manage user permissions and track who accesses digital copies of records and when.

It has been found that electronic records are potentially more secure than paper records when appropriate rules and technology are in place. For instance, paper medical records do not provide a reliable audit trail of who saw the document and which sections were seen. Additionally, the usage of paper records makes it impossible to restrict access to specific types of information to particular classes of people. Having an electronic document signed with an encrypted digital signature also adds to the challenge of easily modifying the files, even though a lot of people say that records can be easily manipulated by way of document removal or substitution.

HIPAA infractions can result in fines of up to $50,000 per violation and may result in criminal prosecution and possibly prison time which is why digitization and document management tools can help you keep your records more secure.

#3 – Defend documents from natural catastrophes

Floods, fires, tornadoes, and other disasters can permanently damage hard copy records, resulting in data loss. On the other hand, scanned images of the papers of your organization can also be backed up to cloud storage or a distant location and be made accessible during and after an emergency.

According to the AIIM eBook entitled Understanding Your Gaps is Critical for Disaster Preparedness, the weighted estimated cost of a devastating loss is $506,906, which encompasses fires, floods, hurricanes, gas, as well as power outages. 

#4 – Minimize your business’s environmental impact

Scanning your data and conserving all that paper and ink can significantly reduce your organization’s carbon footprint (and you’ll likely save money on toner and paper, as well). Select a document scanning provider that will shred and also recycle all of your paper when the scanning procedure is complete if you prefer to shred your papers.

As of 2014, paper accounted for 26% of municipal solid trash disposed of in landfills. Committing to digital documents helps your company save waste.

#5 – Promptly send and receive the needed papers

 Digital technology has become omnipresent through the computers at our offices and even with the mobile devices in our pockets, thus, this gave papers the ability to be emailed or shared at any time and almost instantly. There is no longer any incentive to create a duplicate and ship it out, and certainly no cause to wait days for the records to arrive. Once you’ve scanned your paper documents into digital file types, you’ll be prepared to quickly and locate and distribute desired information!

#6 – Facilitate collaboration

 Numerous document management solutions enable concurrent editing of electronic files by numerous people. It’s never been simpler to get input and ideas from the whole team on a project, cutting down on time wasted emailing copies back and forth and utilizing onerous editing tools.

As per ConnectSolutions, 77% of remote employees do more in fewer hours as a result of digital collaboration enabled by file-sharing software.

#7 – Make the best possible use of your present resources

How much space does your business’s several boxes of records take up? How many additional workstations could be accommodated in the workplace if the crates were removed? How much more effectively might your teamwork be if any document could be retrieved with a few mouse clicks? Numerous organizations may significantly improve their space and employee utilization by switching to digital archives.

#8 – Preserve vital records

In comparison to digital storage and cloud technologies, physical records are significantly more likely to be damaged or deleted. Paper is prone to damage, and microfilm degrades with time.

Electronic file formats may be kept indefinitely (theoretically) since they do not degrade in the same way that physical copies do. A caveat to this is that the media on which the digital data is kept may decay or fail (think DVDs or network servers), and so those physical components must be maintained to guarantee your data remains safe and secure.

#9 – Ensure more audit compliance

Audits of regulatory and legal compliance are conducted on organizations in various industries. Having the capacity to recover digital documents swiftly can significantly reduce the pain associated with audit processes.

One of the audits’ exorbitant expenses is the time required to look through records. Digitization enables considerably faster access to documents, which is likely to lower the audit’s total cost.

#10 – Improve client service

If your business distributes documents to customers, rapid digital document retrieval will streamline the process and delight your consumers. Additionally, you provide precious peace of mind to your consumers when you offer safe digital storage.