The Benefits of Scanning Business Documents
Document scanners provide numerous benefits for businesses of every size and type, including some benefits that you may not have considered.
Lower operating costs – Walk into most offices today, and you will see fewer and fewer filing cabinets. Scanning documents eliminates the need for onsite (or off-site) paper document storage and the resources to manage them.
Improved employee productivity – Digital filing systems make it easier to search for information using keywords or phrases, reducing the amount of time it takes employees to complete tasks.
Anytime, anywhere access – These days, all enterprise-level document scanners include the ability to share scanned document across multiple platforms such as email, the cloud and even some third-party applications. This also makes it easier for employees to access information remotely.
Reduced risk of loss – Scanning documents can reduce the risk of loss of vital information by ensuring that the data can be backed up in multiple locations quickly and regularly. As scanned documents are also easier to access, they also reduce the risk of losing time-sensitive business opportunities.
Improved information security – Scanning documents offers improved security, peace of mind and data protection compliance for the business because they can be securely stored in an online document management system, with specific levels of access based on job title or user requirements. Scanned documents can be easily shared with multiple users in a single office or multiple locations, providing secure, flexible access. Scanned documents can also be saved with digital signatures to authenticate contents.
Disaster recovery practices – Comprehensive disaster recovery programs should always leverage the ability to recover archived data, including scanned documents. Even at small businesses with limited budgets, document scanners can prove to be a valuable disaster management tools because documents stored on computers tend to be routinely backed-up.
Environmentally Friendly – Scanning documents results in numerous environmental benefits. Since less paper is required, less paper is produced and the physical transport of documents can also be cut, helping reduce your (and your supplier’s) carbon footprint.