Choosing to go paperless has a wide variety of benefits, not to mention it is environmentally friendly. If your company is concerned about its carbon footprint, then you should consider scanning your documents and doing away with paper storage. Here are 6 of the main benefits associated with choosing to scan company documents onto a network.
- Creates Office Space
If you choose to go paperless and scan your documents onto a company network or server, it eliminates the need for massive filing cabinet which take up a lot of space in your workplace. You’ll no longer have to rent space just to store business documents, you can have them uploaded onto your system which makes them easily accessible to authorised personnel. Your business can store limitless amounts of data online without having to worry about physical storage space, you can free up rooms and use them for more productive purposes.
- Document Preservation
By choosing to use professional scanning services you guarantee that all your documents will be perfectly preserved in cyber space. These companies can scan all types of documents without damaging them, this ensures you’ll have all the information you need at the touch of a button. Constantly handling old papers can easily ruin the documents, and if your business deals with historical pieces it is vital to have them scanned to guarantee preservation.
- Improved Protection
It can be difficult to protect hard copies of information, you don’t have too many options other than to store them in a locked cabinet. This doesn’t guarantee safety as filing cabinets are easily broken into and the information you were storing can be stolen. Scanned documents can be encrypted, meaning anyone who wishes to view them will have to know their access codes before logging in, highly sensitive information can have multiple firewalls, making it near impossible to penetrate.
A business who stores their documents and files online makes it easy for staff members to access this material from multiple locations. If you have an important field agent at work, you don’t want to have them constantly return to your offices to view documents, this also applies to employees who work from home. They need access to files and scanned documents allow them to view information over a shared network.
Auditing is a necessary part of business and scanned documents make it easier for your company to produce important files to comply with governmental regulations. Digital files can be arranged and catalogued so company audits don’t interfere much with operations. Any documents which are requested by an auditor can be found in a matter of minutes without having to search through filing cabinets.
- Quality Customer Service
Scanning business documents onto a network helps to improve customer service, if you have clients in more than one location, you can easily send important documents like invoices over the internet.
There are several benefits to scanning company documents onto a local server, no matter what industry you operate in, you’ll always benefit from this service. It’s important to work with a trusted, reputable company when choosing a scanning service.