3 Reasons Document Scanning Is Important.
Many companies take advantage of document scanning services as part of an effort to streamline operations, to get organized, maintain regulatory compliance, and more. But, why exactly is document scanning so important? Read these 3 common reasons document scanning is important for businesses:
Why Document Scanning Is Important
A dispersed team
If crucial documents and records are locked in a file room in a physical office, it will undoubtedly be challenging for distributed teams. More and more companies are allowing employees to work remotely around the country and even around the world. Top organizations in every industry can instantly and securely share information with just a few clicks of a mouse.
Instant access is necessary
When electronic files are indexed correctly, they should be accessible within a few seconds. If employees in your company regularly have to make snap decisions, having quick access to documents they need is vital to success. Many DMS clients operate call centers or need to approve credit applications.
We need to adhere to regulations
When records have retention schedules beyond a year or two, digitizing them tends to be the most cost-effective and efficient choice. This frees up office space and provides a secure way to maintain information since the risk of loss, damage, or misplacement is negligible. Digitizing is the perfect choice for CPAs and others who have to maintain legal records.
What does document scanning cost?
In almost every case, physically storing documents is approximately six times less costly than scanning them.
It typically costs around $5 per Banker’s Box-sized carton per year to store documents. Scanning that same box is likely to cost $150 to $200. From a short-term cost perspective, physical storage is cheaper. This does not, however, make it better.
Consider, for example, other factors outside of cost, such as:
- Security
- Accessibility
- Regulatory requirements
- Ease of use
- Risk of loss or damage
When these issues are evaluated, it tends to become clear that professional scanning and document management is the way to go. This reduces the risk of loss and allows your company to use your storage space for other things. Document digitization services will work with you to determine the goals of your organization when it comes to managing paper and information.
