Document Scanning: Pitfalls & Prosperity - Part Two

In my last post, I covered a few of the pitfalls to avoid when transitioning to a digital imaging system.

There are two basic categories of benefits from document scanning services: those that can be easily measured (hard cost savings) and those that can't quite fit into an ROI model but nonetheless have a huge impact on disaster recovery planning and daily process flow. Kind of like how people with dogs live longer.

• Supercharge Staff Productivity
  A huge measurable savings. Filing and retrieving documents consumes a lot of time. Some studies suggest up to one third of a knowledge worker's day is spent just finding and filing information. And for filing clerks, that number is much higher. Scanned documents are available instantly, and the "filing" is handled by the vendor. With a digital workflow in place, documents are routed and queued to the right people at the right time.
• More space in your office
  A hard cost savings (real estate isn't cheap) and a soft cost - who likes to look at stacks of boxes and file cabinets? Whether on CD or online, digital documents clear the way for more productive uses of space. We have worked with medical facilities that have actually been able to add revenue generating beds by clearing out file rooms!
• No more lost files
  We've all been there - that one file that you need is not where it should be. Some times we luck out and it is on a coworkers desk - crisis averted. But how many times have we not been that lucky? Recreating files takes time - time that could be better spent doing something else, and time is money. Not to mention that we usually don't have time to find the file - our bosses and the auditors aren't keen on excuses. Digital documents are always there (ask us about our put-away auditing), and always available instantly.
• Disaster Proof Your Operations
  The improtance of protecting your documents in a fire, flood, or other disaster cannot be overstated. Many managers take the position: what are the chances? This is like driving without car insurance or not having health insurance. Your documents are irreplaceable, and preserving them digitally is the only way to be protected.
• Save paper, stamps, FedEx charges, and eliminate the need for courier pigeons
  Have you ever added up how much money is spent on simply sending out hard copies of documents? Not only does the recipient have to wait for the documents to get there, but you have to spend time putting the files together for them. Digital documents are not only better for the environment, they are btter for your bottom line.
• Position your organization for growth
  With the broader economy beginning to recover, transactional volume will increase but departments will be expected to continue on at bare-bones staffing levels. A Document imaging system will help your team do more with less.

Contact us online about our scanning services or call (888) 211-1797 for more information

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