REASONS TO SCAN YOUR OFFICE DOCUMENTS
Going paperless is becoming increasingly mainstream as technology advances.
Scanners serve several functions, including photocopying, archiving, and sharing. Today’s technology can scan documents, large format plans, photographs and other business-related file types and transfer them to a computer intern generating a digital replica of your important office documents.
Scan2Archive’s methods can definitely assist your Brisbane based business efficiencies and cost-effectiveness, whether you are a small to medium business or a large multinational based in Brisbane. Digitising your paper documents is a simple way to achieve this goal. As your business grows and more files are produced in every transaction, resulting in multiple copies and stacked documents, document management becomes extremely onerous. Scanning key papers and saving them on a hard drive or server may greatly simplify paperwork organisation.
There are several advantages to scanning and converting your paper documents to digital format. Here are 5 features for you to consider:
1. Minimise Paper Storage
Did you know that 90% of documents today are still printed on paper?
As business demands continue to grow, more and more documents are produced, contributing to paper waste and making tower-stacked files more difficult to manage. This requires considerable time for a single employee to fulfill admin tasks such as printing, scanning, then sorting them into filing cabinets.
Consider how much office space and monthly rent your business would save if all those filing cabinets were no longer required. Rent is a large part of any business’ outgoing costs so to save this valuable budget to spend elsewhere within the business could be pivotal.
By partnering with scanning experts to digitise your paper documents, you will receive secure, soft-copy backups of your valued documents and remove the need for storage space.
Although paper is recyclable, there is no need to recycle if you don’t need to use it. Going paperless also saves on printer ink and the electricity required for climate-controlled storage.
2. Ensure Premium Quality
Digitised documents are safely stored online using a document management system. There are various cloud-based platforms that you can find online which give you unlimited access and wide shareability options. Simply upload your scanned files to your preferred storage tool and ensure longevity for your files. You may also opt to save a copy on your device for offline backup.
Digital ways for added security include:
- Firewalls and antivirus software for external threats
- Encryption of files in the event of an external breach
Choose your preferred cloud storage or consult with our team of scanning experts from Scan2Archive to understand the best option and best practice for your Brisbane based business.
3. Easy File-Sharing Option
Cloud storage platforms, such as DropBox, Google Drive and iCloud, grant exclusive access to authorised personnel trusted by the company to manage pertinent files.
Such file sharing features significantly cuts the turnaround time for traditional mailing systems where documents are efficiently sent, reviewed, and returned by the clients when signing important documents or closing a partnership contract.
This makes business transactions much smoother and team communication even more viable through edit-friendly documents.
4. Backup and Disaster Recovery Made Simple
By digitising your Brisbane based business’s company files, it enhances data security from theft or physical damage caused by a fire, flood, or deterioration. Making a digital backup of a record inventory is faster and easier than doing it on paper. Documents that have been scanned can be replicated and recovered to distant servers. If all of the primary copies are lost, the backup copies can be swiftly recovered and restored for unlimited use.
5. Enhanced Records Management System
A single person can spend up to 10-15 minutes each day looking for and updating records. However, over the course of a year, paper transactions can mount up – adding to the hassle of managing them. Today, through modern technology, “Optical Character Recognition (OCR)” can be used to retrieve digital records by a simple keyword search. Imagine the amount of time saved in just a few clicks!
STEER TOWARDS A PAPERLESS FUTURE
Scanning old formats and implementing digital records management improves access and speed in the workplace.
With the power of digitisation, you can unearth a wealth of business data insights, market intelligence, and customer insights for your business’ digital archives. As a result, it is critical that you prepare your business for the upcoming changes. These changes will surely benefit both now and in the future.
With all this in mind, Scan2Archive can assist you in transitioning from an antiquated paper system to a new streamlined system with the help of document scanning and imaging. Scan2Archive is an approved vendor for NSW Government Procurement ICT Services SCN0020 Category G20 — Digitisation and a signatory to Queensland GITC5 for Government purchasing. Scanning experience in Government, Medical, Financial, Engineering, Arts, Mining and Construction sectors across Queensland. Tried and tested service offerings backed by AS/NZS ISO 9001:2015 Quality Accreditation with over 38 years experience.
Assisting Brisbane based businesses, our team of professionals can provide services that are tailored to your organisation’s specific needs.
Enquire now to learn more about transitioning to digital filing and paperless offices!
