Top 5 Reasons to Have Your Documents Scanned

Traditional document filing systems are infamously painstaking, making the benefits of document scanning too great to ignore.

Metal filing cabinets were once crucial pieces of office furniture. The arrival of digital documents and cloud storage is relegating them to a minor presence in a modern office. The impact of professional document scanning has grown steadily. This is largely due to the archival responsibilities companies have, and their requirements to keep documents for business, regulatory and accountability purposes.

These regulations apply to the full range of data, which is why digitally capturing and storing all data has become so important. But other than reducing office clutter, what are the reasons that make document scanning such an important information storage option? Here’s a list of the top 5, though there are others.

The Top 5

1. Prevent File Loss

An important document is missing, leaving information incomplete and hampering preparation for a crucial strategy meeting. You may eventually find it, but it’s too late. On the other hand, digital documents are located in one easy-to-access location and can be accessed by all authorized personnel.

2. Improve 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.

3. Increase 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. Document scanning allows you to store each file with keywords and other searchable criteria, so you skip all that riffling through file cabinets.

4. 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.

5. More Cost-Efficient

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 not having to print the document. Because digital documents can be shared and routed to multiple users, 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.

eBizDocs removes the complexity and makes it simple. Our business exists to improve how you manage your information, be it scanning your documents and/or crating a complete solution to manage your documents electronically. Our goal is to make a real difference in your business.

Take the next step by starting a fact finding, no obligation, conversation with eBizDocs about your goals and objectives.