Businesses that work with large volumes of paper documents are vulnerable to inefficiency. While they have their benefits, paper documents can make data management and organization challenging at best. And while scanning these documents and converting them to electronic files is helpful, doing so manually for large quantities of paper simply isn’t practical. That’s why automated document scanning is such a valuable solution for companies struggling to manage their data.
Whether you’re working with documents in paper form or manually scanning those documents to create digital versions, your business is hampered by an antiquated system. Here are some signs to look for to indicate it’s time you made the switch to document scanning software.
You struggle to access the information you need – Storing your documents in paper form is hardly the most efficient way to keep them. While it may be easy to file them this way, it’s often not so simple to find the information in a timely manner when you need to retrieve it. Not to mention paper documents are prone to be lost or misfiled, which could really cause problems for your business. However, when your documents are scanned and stored digitally, they can be easily found and accessed. Indexing them makes this even easier, allowing you to search for files by keywords.
Security and compliance are mandatory for your business – Data security should be a priority for any business. However, depending on your industry, regulations and compliance mandates can make this even more critical. Documents stored in paper form are more vulnerable to being lost or compromised, as a locked filing cabinet offers little in the way of deterrence to someone seeing unauthorized access to your information. Document capture technology can secure your data by encrypting your files and allowing you to store them digitally where access can be limited to authorized employees. Digital files can also be backed up, so you’re protected against losing your data by having additional copies that take up little to no physical space at all.
Too much time is spent processing documents – How much time does your staff spend manually scanning paper documents each month? Surely your employees’ valuable time could be better spent. Automated document scanning will not only free them up from this burden, but it will also eliminate human error from the equation, eliminating costly mistakes due to filing, keying, or information errors.
Answering these questions will help you determine whether your business would benefit from document scanning software. If you’d like to learn more about this powerful solution, contact Golden Gate Office Solutions today.
