If you have a huge collection of financial documents, invoices, personnel records, tax documents, etc., that you simply cannot organize easily, scanning documents and getting rid of all that paper can help you.
Some of the biggest benefits of digitizing documents are that it helps you eliminate clutter and gives you quick access to all the records you had in paper filing cabinets, both of which will increase productivity.
But not only that! The digitization of all that data will offer you at least 5 benefits that I’ll mention below. I’ll also explain what the 3 main processes are that you’ll need to do if you want to start a digitalization project.
What are the main benefits you will get from a scanner?
Instead of having to find the document you need in your office file cabinets, you can easily locate it with your computer in a matter of seconds. You’ll be able to locate all important documents in just a few clicks, saving a lot of time, effort, and possibly a couple of sneezes caused by the accumulation of dust in old folders.
Also, scanning documents and having them all stored on a server, which may even be in the cloud, prevents you from the danger of losing an important document. When you have important document boxes moving from one office to another, the possibility of eventually losing or misplacing an important file is much higher.
Working in an office that is full of documents can be stressful. If you have lots of clutter around the entire place, you can be sure your workflow speed will decrease, and that makes everything harder to manage.
Digitizing documents and storing them on a server allows record management to be much simpler. You can get any information in seconds, delete duplicate copies, and maintain a high level of security with easy control.
Additionally, you no longer have to worry about taking a doc home and leaving it in your house. Scanning documents and keeping them on an online server will prevent this from happening.
Most companies don’t think that a disaster can affect them. However, what can you do if the worst happens? If there is a bad fire, as has happened to many important companies, all the records you keep inside filing cabinets will be destroyed, which can be devastating for any business. Working with a document management system in the cloud, your company can start up again the next day; even if you have to move to another office, the information is there. Many companies have been able to continue working from other offices the day after a natural disaster because they had all important information digitized.
Depending on how many files you have, it can be expensive to scan all company documents. But what happens after this? From there on,you don't have to spend money on storage space, and employees won’t spend valuable time trying to find misfiled documents. Remember, time is money—or even more valuable than money.
The 3 steps of the document scanning process
These are the three recommended steps for a documentation digitalization project.
Preparation. The first step in the process is preparing the documentation. You want to be sure that all the papers are separated so that they can be passed through the scanner correctly. There can be no staples, clips, or post it notes. You also want to be sure that you don't have two pages together. You’ll also want to make sure that all pages are smooth and flat, so that wrinkles don’t prevent the paper from passing through the scanner, creating paper jams. Finally, you’ll need to eliminate all the documentation that makes no sense to scan .
Scanning. Note that the scanning process may take some time to complete because all the information must be uploaded to the server. You should have a high-performance scanner that does that job in fractions of a second instead of taking a few seconds.
Digitizing documents can have great benefits for your company, but if you decide to start a scanning project by yourself, you must take into account the three main steps and plan how long it’ll take you. It’s possible you might want to hire a company to accomplish this.