Maybe your office building is more like a maze with walls made of filing cabinets. Maybe you can’t remember what color your desk actually is after it’s been covered in documents for so long. Or maybe you’ve got a warehouse haunted with the memories of files that have been lost for years, with enough spider webs to get anyone into the Halloween spirit (and out of the building). Whatever the situation, if you’ve got dreams of a paperless office, scanning all your back files and storing them electronically instead is the first step.
There’s plenty of reasons to use a document scanning service – lowering expenses, increasing productivity, freeing up storage space – but one of the biggest threats is security. If something should happen to the building in which your files are stored, like a fire or a natural disaster, all that information might be lost forever.
When asked about plans for the recovery of paper documents in case of a disaster, 55 % of respondents to a Fujitsu survey said they had none, and 65% said they’d be in moderate to severe trouble if those files were lost. In addition, given that only 21% of respondents said they were storing critical information electronically, there’s a lot of organizations out there who are at risk for a catastrophic loss of information.
Two other big reasons to scan and store documents are time and money. Paper processes are inherently more expensive just from the cost of paper, shipping, and storage, but add to that the large amount of employee time spent processing and distributing paper documents, and those costs shoot up. On the flipside, when those documents can be handled faster with electronic methods, that time can be spent on more important tasks and increase overall productivity.
Also improving productivity is employees’ ability to work remotely, for example, while on a business trip or in the field. It’s much easier to access information on your phone or laptop that has been emailed to you than it is to carry around and shuffle through a pile of papers you’ve been given.
Storage is often another issue. According to Fujitsu, 49% of documents need to be retained for 3 years or more, and as organizations continue to produce more and more paper files, the need for adequate storage can be a problem. A third of organizations even use off-site storage, requiring them to pay rent just to house their information.
As technological capabilities improve, it’s becoming more and more detrimental to businesses to maintain paper files and manual paper processes. In order to remain competitive in a digital world, organizations need adapt their operations to reap the benefits of a paperless office that their competitors may already be experiencing. To learn more about how document scanning services can start you down the path to a paperless office, watch our webinar recording below – “What does Paperless Really Mean – 5 Stages of Efficiency.”