The world has developed a love for retro, with products from furniture to home telephones available in the vintage designs of yesteryear. But not every sector is so susceptible to nostalgia. Traditional document filing systems are infamously painstaking, making the benefits of document scanning too great for it ever to regain preference.

6 Benefits To Document Scanning

Prevents File Loss
An important page is missing from a file, leaving information incomplete and hampering preparation for a crucial strategy meeting. You eventually find it, but weeks later lying alone at the bottom of a filing cabinet. It’s a familiar story. In fact, according to a Pricewaterhouse Coopers study, some 7% of paper documents are misfiled every year and 3.5% of all hardcopy documents are lost. Digital documents are located in one easy-to-access location and don’t slip to the bottom of a cabinet.

Better Security
It’s not unusual to see printouts and files on office desks, but each time this happens is a security breach. Anyone can glance down and read them, even for just a few seconds, which can be a big problem if seen by the wrong people. Document scanning services ensure information from employee and client records, financial reports, and pricing projections can be kept safely away from prying eyes.

Real Savings
If you can find a document electronically, it’s going to save you more time and money than you might think. For example, an employee who earns an annual income of €40,000 costs a company about €23 per hour in wages. If this person takes an hour to find a particular hardcopy document, it actually costs you €46. How? Well, 1 hour finding the document, and 1 hour away from normal work tasks. Because digital documents can be located in minutes, the distraction is minimal, making document scanning a real money saver.

Increased Searchability
Sometimes you’re not too sure which document you need to find, but you do know the topic that it covers. When it comes to looking for a hardcopy documents, this can create a lengthy delay – 1.8 hours searching daily, according to a McKinsey Survey. But document scanning allows you to store each file with keywords, so you skip all that tunneling through the archives while the most relevant documents pop up immediately.

Easier Access
When a document needs to be shared between team members or departments, most people use email. It seems logical, but in fact email is not an efficient document distribution system. Because document scanning sees files stored digitally in one location, it allows departments to gain direct access to the most up-to-date information, helping to make collaboration run faster and smoother.

More Cost-Efficient Office
All companies look to achieve a cost-efficient office, and are willing to invest in new technologies to make that happen. A printer that saves half a cent per page is a help, but hardly comes close to the costs savings associated with the paperless office (as Yale University reported). Because digital documents can be shared via devices, fewer copies need to be printed resulting in far greater savings. Add to that the drastic reduction in paper waste, and the environmental value of such a change becomes even more attractive.

https://scannmore.com/services/onsite-document-scanning/