Documentation has evolved into a digital workflow that often features a hybrid of traditional print methods with modern practices. However, various factors contribute towards the need to convert previous pages into digital copies. A paper overload can often become a hindrance to a modern business, even with a hybrid workflow in place. Whether to speed up or optimise your business, here are the signs you need to look out for that suggest the demand for a scanning solution.
Data Planit is the go-to solution for helping any business convert all print and physical paperwork into digital documents. Our bulk scanning solution for commercial use enables your team to focus on day-to-day tasks, while all past information becomes readily available with the touch of a button. We also contribute efforts towards climate change by providing a low-impact service alongside giving your business the step it needs to greatly reduce its carbon footprint. No matter the industry, we collect, scan, and even securely recycle as part of the package that sets your team up with a better workflow for obtaining information.
Signs of Paper Overload that can Affect your Business
There are many ways that paper overload can affect your business, which can involve physical space, use, or even cost. The various signs relate to the negative impact of this outdated workflow that doesn’t involve the use of digital documents. In various industries, there can be different practices that require information from stored prints. However, if any of the following signs apply to your team, then we have the bulk scanning solution that can relieve and fix these problematic situations.
Paper Storage in Every Space
Printed documents can quickly mount up over time, but there is a clear sign of paper overload that can never be ignored. If document storage occupies a significant amount of area in every room of your workplace, this can often be an issue with workable space while also creating overall difficulty with recalling necessary paperwork. Wasting physical space used to be a common occurrence as digital workflows were first being introduced, but such storage can also induce stress and make offices feel cluttered. Whether you need a clearer environment or are considering an environment, large volume scanning can be the best solution to open up any area at work.
High Cost Hard Copies
Archiving with external storage can often drain funds away from a business, which could easily be used in other areas. Digital storage takes away the need for the high costs that storage boxes and file cabinets require. The difference between an external hard drive compared to a 75 square foot storage space is easy to compare when in front of you. However, external storage often takes this perspective away from you unless you visit the site yourself. If your paper overload is visible by a high cost caused by document storage, our scanning solution will provide a low-cost alternative that is sustainable long term.
Reduced Response to Document Demand
In a business or industry that requires access to past information, paperwork can often require a greater amount of time in order to find or uncover the appropriate page. It is vital to speed up the accessibility so that the focus can be on the content that you are looking for. Scanning all documents allows for both keyword searches along searches of specific document titles, thereby granting faster access to anything you need to obtain. Bulk scanning also makes a significant difference to audiets and regulatory checks instead of sifting through a mountain of paper files manually. In any industry, it is important to have rapid access to any document, as it can greatly affect the workflow duration.
Recovery Risks During Disasters
Archiving and even physical storage in general come with high risks during disasters. Even with the smallest likelihood, any event that causes damage or destruction of your paperwork often becomes lost due to being the only copy. Whether the total mass of paperwork or just the relevant information, this could dramatically affect your business in a variety of ways. Paper overload itself can also be a fire hazard that could fuel the ongoing disaster that erupts. Theft or loss of material can also cause such a disruption to a business that regularly uses archived documents, making back-ups a crucial practice. It is easier to back up digital documents as copies to a disconnected external hard drive or even via a cloud-based system, along with password protection. Improve your security and recovery instantly by getting all documents scanned so that this big risk is reduced as much as possible.
Get started with our large volume scanning solution by calling us on 01375 859947. You can also submit a quote request to receive a free quote on the volume of documents you have to convert.