Just a few years ago, walking into any office would reveal filing cabinets, document boxes and files piled in every corner, but these days, it’s all about instant information, hot desking and remote working.
This has meant that information sharing has changed dramatically, and so document storage has had to evolve with it. Now document scanning has proven to be the most efficient way to store documents while saving time, space and money.
Here we’ve put together the ultimate guide to document scanning to find out more about how it works and what the benefits are.
Blog Contents:
What is document scanning?
Every business has documentation that will need to be saved for a long period of time, but doing so on paper is not always practical. Not only does its storage require massive amounts of space that could be better used in other ways, but it is also extremely vulnerable to theft and damage.
It therefore makes more sense to scan the document and store it electronically while everyone who has the right authorisation can find it.
This can be done individually, but if you are starting the process of storing documents digitally, you may have massive amounts of documentation that needs to be dealt with.
You may also be a business that handles a lot of paperwork on a regular basis and therefore scanning each thing that comes in can be extremely time consuming. Bulk document scanning is therefore becoming a popular option as this uses high speed scanners to deal with large batches of documents at one time.
Each crisp and clear file can then be saved in any format that you need, and encryption can be added for sensitive data.
Improved security
When a document is paper based, it can be extremely vulnerable. Whether it is left lying around on a desk, put into the wrong folder or simply had coffee spilt on it, there are many ways it can be destroyed or fall into the wrong hands.
By storing documents in a digital format instead, it is much easier to keep them safe. Not only can they be encrypted and password protected to limit who is able to access them, but they can also be stored on cloud-based servers to ensure that they are protected and backed up in the event of a disaster or hacking incident.
It can be a big step in ensuring that your business is compliant with all GDPR laws.
Time saving
When looking for a physical document, it can take up vast amounts of time. If the employee involved knows what they are looking for, they will still need to search through a number of files before they find what they want.
This time will be extended greatly if the document has been put in the wrong place as it can take an age to hunt through all of your folders in order to find it. By storing documents digitally, you can have a much slicker system and search function that means every document can be located in a matter of seconds.
Cost effective
Whilst bulk document scanning might seem like a cost you do not need; it can actually save you huge amounts of money in the long term. Renting physical space can be expensive, whether you are storing your documents in the office or whether you have a dedicated area for them.
By digitising your documents, you no longer need to pay simply to store pieces of paper, and you can either cut your costs or put them to better use by investing in new pieces of equipment or staff.
Document scanning can be an effective way to make your business more productive, compliant and efficient with very little effort.
Secure document scanning by RADS
Rads Storage are specialists in secure document scanning services. We create digital copies of your paper documents that are easy to access and allows you to securely destroy the paper copies, helping free up valuable office space!
To find out more about us, or to discuss how our document scanning services can benefit your business, please contact us today and we will be happy to assist you.