No Missing Files or Documents
Managing paper documents consumes an inordinate amount of time. Studies show that between a quarter to half of employees’ time is devoted to paper document filing and retrieval. That’s unproductive time that causes other work to suffer, creating a stressful situation for your employees. And if the document that’s being searched for just can’t be found? That’s even more frustrating.
After contracting with a document scanning service (or doing the scanning yourself if it’s manageable), you’ll have digital files that are easily found with just a few clicks or words entered in a search box. You’ll be able to easily find files, even if they’re accidentally misfiled.
Easy Sharing Capabilities
Today’s workplace environment is all about collaboration. Digitized documents make this process a thousandfold easier than shuffling papers around the project team. Collaboration software like Microsoft Teams gives team members working on a document the ability to see changes and provide comments in real-time. Sharing in this way eliminates any stress or concern about which version is being worked on.
Collaborating also provides a way to connect with coworkers. Although Microsoft Teams is probably the best known of the collaboration tools, there are other choices. But one thing they all have in common—they’re built to make working together fun, and having fun is one of the best ways to reduce stress.
Centralized Storage Company-Wide
Digitized documents organized in one place means they’re accessible by all.
Not finding a contract or customer file can be a huge source of employee stress that can be alleviated by centralized storage. Quickly locating records not only reduces employee stress, but also frees up time for more productive efforts like helping customers, making sales, and quickly resolving any billing issues.
Audit Compliance is Easy
When auditors are around, tensions can ramp up under the best of circumstances. But what if there are required documents that just can’t be found? Not a good situation, for sure. And, depending on the particular document, not producing them may put you in violation of regulations and result in fines or penalties. With centralized file storage available across the organization, retrieving the right document with just a few clicks can reduce everyone’s stress levels. Those digitized documents, when properly versioned, also provide a tidy trail that shows what changes were made and when—just the kinds of information that make auditors happy.
Storing paper copies of company documents onsite presents a significant risk. A faulty sprinkler system or a disaster like a fire or flood damage your office could ruin decades of records in the blink of an eye. That’s particularly true if you store paper files in banker’s boxes or inexpensive filing cabinets.
Converting those paper records to digital documents gives you the ability to utilize numerous security features to protect them from unauthorized access. Depending on your needs, simply restricting access by requiring a password might be enough. For more robust protection, you can purchase data protection software that can also provide a digital trail of who accessed documents and when.
Ready to Go Paperless?
If you want to say goodbye to file cabinets and wasted hours spent managing paper documents, contact us for a consult with our scanning experts. We can digitize most document types ranging from typical 8 ½ x 11 documents to photos to large-format documents like architectural drawings and maps. Call or email us today to begin your journey to a paperless—and stress-free—office.