Copying - Disaster Recovery - Document Management - Hardware - Scanning - Space Management - Storage

How Document Scanning Benefits your company

The UK’s business world is experiencing rapid changes, and with these changes, business managers are realizing that they can no longer afford to stay with traditional filing systems as their competitors have started using digital systems. Latest researches in the UK have shown that electronic document management frees time, office space and increases an organization’s efficiency – when implemented properly. Bulk Document Scanning is required to effectively and efficiently utilize the document management and document retrieval system. Digitally scanned and stored documents take less space and are more stable and reliable. Bulk document scanning reduces your document scanning prices proportionally.

Traditional documents are no longer useful because

  • They are hard to find
  • Their content is hard to modify
  • Updating the documents is hectic
  • Limited document sharing
  • Continuous document publishing becomes difficult
  • No indication of document contents
  • Higher costs for storage, copying and printing
  • Expensive archiving and document maintenance

Bulk Document Scanning Advantages

  • Information sharing – files can be viewed simultaneously by a number of users across multiple sites or divisions
  • Improved customer service – rather than taking details and calling a customer back with answers to queries or order updates once files have been found, details can be available on screen in seconds
  • Long term file preservation – historical files can be sensitive to both light and humidity. Regularly accessed files deteriorate and faxes fade. Scanned documents are preserved indefinitely.
  • Storage preservation – Document scanning storage requirements are far less than traditional hard copy of documents.
  • Scanning cost reduction – Bulk document scanning cost lower per document and you would actually pay a lot less as compared to what you pay for separate document scanning.

Justifying Bulk Document Scanning Prices

  • Paper costs – If correspondence or invoices have to be sent by post, then automatically saving a file copy through Document Scanning will halve the paper costs. If they can be sent electronically, then paper costs are further reduced.
  • Print costs – This covers both the costs associated with desktop printing and photocopying. If files can be copied electronically, then photocopiers begin to be surplus to requirements.
  • Rental and maintenance costs – can be cut along with the incidentals such as toner and ink.
  • Storage and retrieval costs – In this, include the liability to your business in the instance of document loss, and the time it takes staff to locate files, maintain filing systems and re-file documents once used. How much floor space could be liberated and how might you be able to streamline your workforce through bulk document scanning?
  • Debtor days – Improved document movement – or workflow – means that getting accounts transactions authorized is much faster, you get your invoices out and in turn pay your own debts more quickly. Filing documents centrally gives your accounts department access to all the information they need to chase aging debts.
  • Distribution – This covers the entire document posting costs. Why send by post when you can email documents much faster, more reliably and for an unnoticeable cost?
Paul Coulson
Paul formed ADS 8 years ago in order to supply the SME market with a solution to their document management requirements. Paul says “After working for some large organisations I realised that most solutions were too expensive so we sourced partners that we could work with in order to provide excellent solutions at an affordable price point without effecting the quality of the products that we supply. We also offer free trials for most of our solutions so you can be sure the product is suitable for your needs before any capital expenditure”
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