Tips on Going Paperless
Does your office want to optimize document flow through your departments and increase productivity?
Columbus Scanning & Imaging can eliminate the need to have documents and company information laying on desks or filed away in cabinets. So why are more and more companies switching over to a paperless office?
It’s a known fact that almost 95% of businesses still use paper files. The simple answer is that digital documents are a lot easier to access, provide increased security, and eliminate the paper shuffling that ends up creating duplicates and lost pages. You also have the ability to lock down version control, access, and more.
Most businesses hire a professional document scanning service like Columbus Scanning & Imaging to convert all their hard-copy paper records into electronic versions.
Here’s How Going Paperless Can Help Your Business
Use this checklist of things to think about before you encounter the pitfalls associated with converting to a paperless office. It’s our goal to help you make a well-informed decision.
- Digital documents can be a lot easier to use
Does it take you forever to find a file in your current document management system? Digital documents allow your business to utilize indexing to make documents easier to find, distribute, and delete- all that it takes is a keyword search.
- Hiring a document scanning service might not be an effective solution for your business.
There are lots of steps involved in a document scanning & conversion project- it’s critical to ensure the system you’re migrating to is as functional as your current system. Here’s some items associated with a paperless office that might help, but could cause your project cost to increase:
- Offsite document storage for inactive files
- Upgrades to existing computers in your network
- Ongoing costs for scanning active files and new hard-copy documents you create
- Other items needed to make the system functional and optimal
Although most or all of these items aren’t required, each one offers functionality that can help you manage your documents better. It’s also important to have a good idea of how many documents you want to convert- the more documents you have, the more your project will cost.
- Lost productivity is probably abundant in your current Document Management System (DMS)
Ineffective filing and storage wastes employee man hours and the time they have to do more productive things. Every minute it takes to retrieve, copy and re-file a document adds up to hours upon hours of lost productivity every month! Paperless offices eliminate this frustrating process and gives you the ability to find documents quickly and easily.
- Hard-Copy documents aren’t as secure as you might think….
Data breaches happen to companies every day. If you take the right measures, you will find that a document management system and digital documents are secure. All files in your new DMS are encrypted, and you can even select who has access to which document, eliminating the need to protect your files with locked doors and filing cabinets.
Let Us Help You Go Paperless in Columbus!
If you think you have a handle on all the items we mentioned above, you’re ready to go paperless! The cost of document scanning is minimal to the time and space you’ll save your business year over year. If you have questions, or want more information, give us a call at (614) 429-1194 or fill out the form to the left. Let Columbus Scanning & Imaging help your business make the transition today!
Ready to Make the Change to a Paperless Office? Columbus Scanning & Imaging Can Help!
Let a professional, secure, Ohio-based company take the hassle out of going paperless. We can index, scan, and do all required post production work quickly and efficiently to get your paperless office up and running as fast as possible. We can even convert text via optical character recognition (OCR) software to allow you to edit the documents or redact private information to protect your customers.If you’re interested in converting your documents and records to digital format, let our experts in Columbus know! Fill out the form to the left , or give us a call at (614) 429-1194.