For each problem faced by businesses, it often feels like there are a thousand different solutions available. Part of running a successful business lies in working out which of those services and solutions are worth your time and money, and which are little more than a gimmick.
One potential solution that’s often marketed at businesses is document scanning. Here, we take a look at whether the services provided by document scanning companies are actually worth it.
Accessibility
The first benefit worth mentioning when it comes to document scanning is the increased accessibility of digital documents as compared to their paper counterparts. In a world where remote working is becoming more and more common, being able to access important files from anywhere with an internet connection is a complete game changer.
With digitised files, employees can access the documents they need from wherever they’re working at that moment. What’s more, they can also search within those files for relevant pieces of information, significantly boosting overall efficiency.
Save money
When looking at the costs associated with any investment, one of the first things you need to do is look at what kind of return you’ll benefit from. With document scanning, you stand to cut costs across the board.
You’ll benefit from reducing your reliance on paper and printers, and all of the space you previously needed to dedicate to storing that equipment. In terms of increased efficiency, you’ll also likely see a number of benefits, with employees now being able to find the information they need in a fraction of the time it took before.
Secure your data
Data security is also incredibly important in the modern day and age. All organisations that collect customer data are required to comply with a wide variety of different regulations, from GDPR to the Data Protection Act.
The most effective way of ensuring compliance in these areas is through a well-thought-out digital file management system. With these systems, you can implement user access control and encryption, and ensure that files are backed up, protecting them from theft and damage.
Save employee time
If you don’t use a document scanning service, your employees will inevitably end up needing to do the scanning themselves. They’ll likely be using sub-optimal equipment, and probably won’t be the best-trained individuals for the job.
Scanning services make the whole task a lot more efficient. Your employees can be left to do the task that they’re qualified to do, and the end result will typically be a lot higher quality than it would be if you did it in-house.
The benefits listed above mean that in most cases yes, scanning documents is a worthwhile investment for a wide range of businesses. If your business handles sensitive data, or if you use remote or hybrid working practices, then it’s likely that using a document scanning provider would be well worth the cost. It’s important to note that document scanning should be seen as a single step in an overarching document management strategy – it is, however, an invaluable one that cannot be overlooked.
