The Top 5 Reasons for Not Scanning Documents

Over the years we’ve heard dozens of reasons why companies question the need to convert to a paperless system. The reasons vary greatly; including accessibility, affordability, security and more. In this blog, we’ll share the top five things people assume about document scanning, and explain why those assumptions are incorrect.

1. Scanning Takes Too Long

Without a doubt, do-it-yourself document scanning is laborious and time consuming, but the opposite is true when you use a qualified scanning partner to do the work for you. High-speed scanners are used to scan your documents. Both standard-size and large format documents are converted to digital images in a matter of minutes. From pre-scanning document preparation, to reassembly of your original hard copies, the entire imaging and conversion process is professionally handled, so you can stay focused on your business.

2. I Can Find My Paper Files Easily

No matter how well organised you are, every time you need a file, you have to leave your desk to pull it from a filing cabinet. Document scanning digitises your documents for storage on your computer and provides fast retrieval with a click of a mouse. Optical character recognition (OCR) software lets you pinpoint information within files with easy keyword searches. As a result, document scanning helps you save even more time!

3. I Can’t Afford To Scan Every Document

You don’t have to digitise every document to reap the benefits of a document scanning solution. You can also benefit from scanning your most active business documents and storing the rest in a records centre. Offsite storage combined with a Scan on Demand service offers the flexibility of storing your archival and inactive files offsite in a secure commercial records centre and having them imaged when you need them.

4. Digital Files Aren’t Secure

The assumption that digital files are less secure than paper records couldn’t be farther from the truth. Besides being difficult to track and monitor, paper documents and files are susceptible to fires, floods and natural disasters when they are stored in a physical building. Digital files, on the other hand, can be backed up and stored electronically for enhanced disaster protection and data recovery capabilities. A qualified document scanning provider can offer an electronic document hosting solution that offers advanced encryption, ensuring your digital files stay secure.

5. Scanning Isn’t Necessary

With budget concerns, you may consider document scanning an unnecessary expense, but this ignores other measurable benefits. Besides offering your employees fast access to important documents, document scanning helps your businesses stay compliant with data retention rules and enhances service to your customers.

Document management processes that are completely paper-based are antiquated and inefficient. When you review the five assumptions explained in this blog, and consider the benefits you will gain, you’ll realise that document scanning has never been more important.

Archive Document Data Storage (ADDS) provides document scanning solutions for businesses in London, Bristol, Bath and Swindon. For more information, please contact us by phone or complete the form on this page.

The File Queen: Expert in Record & Information Management, LPM Columnist.

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