The benefits of document scanning are being discussed in commerce and industry as digitisation remodels the social and business spheres. These go hand in hand with talks about the benefits of document scanning services.
We live in an ever-evolving digital era. It has never been more important for all businesses – big or small, commercial or industrial – to review their paper-based practices and shift to paperless or paper-lite operations. There are many benefits of document scanning for a car dealership, for example. These include backed-up and secure digital copies of important paperwork, such as sales and service records. This article examines the top seven benefits of document scanning for your business.
Why is document scanning important for a business?
Document scanning is not simply ‘going digital’. It is not just about digitisation and the reduction of paper waste. Digital documents are more secure. This boosts compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act. These regulations require the diligent protection of information, especially people’s personal data. Scanned documents are secure and cannot easily be accessed or stolen.
It also paves the way for paper-lite practices, a hybrid paper-digital solution. Going paperless is often not a practical solution. However, thanks to document scanning, businesses can curb paper waste while maintaining operational efficiency.
The 7 benefits of document scanning services for businesses
The benefits of document scanning are multi-tiered and can be implemented in any type of business.
1. Enhanced security
A solid document management strategy is key in any business and must incorporate document scanning to be effective. It is the lock and key to data security. Unexpected disasters such as fires or floods cannot damage your digital documents. Cloud services make the remote storage of digitised files possible. This means that even if your devices ‘crash’ or are damaged, your documents are safe.
Encrypting sensitive information, such as personnel files and intellectual property, prevents data breaches. This security buffer is crucial as compromised data costs businesses a lot each year. You can restrict access to confidential information with digital controls.
2. Space savings
Scanned documents do not require physical storage space. This means fewer (or no) filing cabinets and the opportunity to unclutter workspaces. Staff productivity and customer satisfaction increase when work environments are not overflowing with unnecessary desks and cupboards.
3. Improved quality of documents
Scanning preserves document quality and readability. Paperwork fades over time and through constant use. Also, paper documents can tear or people can spill liquids on them. When you scan files that are in good condition, the digital version remains easy to read.
4. Audit compliance
Scanned documents significantly boost audit compliance. Digital documents are easy to organise and retrieve, which expedites and streamlines auditing processes.
Many external contractors or visitors enter businesses. Think about those attending meetings and performing maintenance, among many others. Paperwork on desks can jeopardise your data. Digital documents cannot end up in the wrong hands or be seen by unauthorised eyes. A clean desk policy can help curb this risk, but in the long run, document scanning offers the safest solution.
5. Increased productivity
There is a direct, observable correlation between productivity and digitisation. A recent study found that going digital boosted revenues and limited expenses. Digitisation improves communication, collaboration and automation as employees spend less time locating documents. Also, scanned documents lead to uncluttered, more spacious work areas that boost efficiency. Many businesses convert previously cluttered spaces into quiet work zones to promote productivity.
6. Saves time
Time is a precious commodity in any business. Your time savings often manifest in greater productivity and profits. Scanned documents save time on multiple levels. It means less time spent on refiling, less time spent on tracking documents, and less time away from desks to fetch printouts.
In small businesses with limited employees and tight budgets, this benefit of document scanning is especially important. Combined with top filing system ideas for small businesses, digitisation makes a valuable contribution as less time is wasted on menial tasks.
7. Cost efficient
The cost efficiency of document scanning also extends to your physical office or floor space. With fewer or no filing cabinets, many businesses move to smaller, more affordable premises. Others rent out the extra space to other enterprises and generate another avenue of revenue.
