Knowing When It’s Time to Implement a Scanning Solution

Have you reached your breaking point when it comes to dealing with all of the paper you have to manage on a day-to-day basis?  According to the International Data Corporation (IDC), the average employee spends 3.5 hours a week just searching for information.  A document scanning solution can alleviate some of the dependence on paper files and help you to be more productive.

Yet, applying a broad based scanning solution to your business in a reactive and impulsive manner can lead to even more headaches.   It’ common for companies to purchase expensive scanning equipment without understanding the imaging and conversion processes.   Improperly organized and mismanaged electronic documents may be just as difficult to locate as files lost within a file cabinet.

Understanding when to implement a scanning solution enables you to maximize your resources and achieve optimum productivity and cost effectiveness.  We’ve outlined several common scenarios that can help you decide when the time is right to scan.

When customer service is impacted

Satisfied customers are essential to the success of your business.   You’ve already built your business on high service expectations and providing deliverables in the timeliest manner.  Misplaced documents and files can have a significant impact on your customer service.  A document scanning solution can help speed up service processes by:

  • offering a centralized accessible repository for document retrieval
  • making customer related documents retrievable across remote locations
  • allowing for precise location of information through increased search capabilities

If office floor space is cluttered

Office space is costly, especially when you consider how much of it is often taken up by items that sit idle.  Boxes and file cabinets full of active files are a prime example of wasted office space.  These can easily be scanned and converted to an electronic format, allowing for their formerly occupied space to be used for revenue generating business processes.  In the meantime, files of an archival nature should be moved to a secure offsite record storage facility.

Simultaneous access to the same document

Having a document scanned and readily accessible is critical when two people in different locations need to view the same document.

Ready to move forward with document scanning?

It’s more than purchasing scanning equipment.  Document scanning is about maintaining the complete integrity of your original documents and making sure that they are properly indexed and organized.   A professional document scanning company provides your business with the necessary skill and know-how for:

  • conversion of all types of paper files and photos
  • electronic document management
  • backup, storage and preservation of digital files

In conclusion, document scanning serves a useful and important purpose in the management of your critical records.   Offsite archival storage of your records with a strict adherence to a retention policy still provides the most cost effective alternative.  However a careful review of your business goals and needs will help identify which documents are best to scan and which could be archived saving you the time and expense of scanning documents that might not ever be accessed.

Pacific Records Management provides document scanning solutions for businesses throughout Stockton, Sacramento, Modesto, Fresno, Napa and Solano Counties.  For more information, please contact us by phone or fill in the form on the page.

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