How Can Document Scanning Improve Office Efficiency?

Every business wants to be as efficient as possible to ensure they can be productive and maximise their profit margins. However, finding those efficiencies can be challenging at the best of times.

One technique which many businesses are now finding beneficial is the process of document scanning, which is able to add increased security as well as saving a lot of wasted time, so read on to find out how…

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Saving time searching

When you have an office filled with boxes and cabinets that are stuffed with documents, it can take what seems like forever to find the right thing. Employees can find themselves rifling through endless files to find one particular piece of documentation, and this can be a lengthy process.

This is made even worse when you discover that it has been put in the wrong place and needs even more searching in order to locate it. Simply searching for documents can take up huge amounts of time in a business that could be better spent elsewhere.

When your documents have all been scanned and are stored digitally, you can save a lot of time in locating any of them. Not only can their relevant files be found in a matter of clicks, but you also have the ability to search for them by name, category or date.

This means any document can be in front of the right person in seconds and it is possible to save vast amounts of time allowing your employees to concentrate on getting work done instead of hunting for documents.

Better readability

Paper documents are not always the easiest things to read, particularly if they are not in great condition, have been made from low quality copies, or the text on them is in particularly small print. Once a document has been scanned, it is possible to retain it in perfect quality where you can also zoom, cut, paste and enhance the content.

Improved security

Whilst some paper documents can be kept under lock and key, it is often difficult to police who has access to them. Once they are stored in a digital format, it is much easier to control what people are allowed to view.

All documents can be kept behind secure passwords and will be fully encrypted. As each member of staff has their own unique access, you can control exactly who is able to see certain files or documents, as well as being able to track when they were looked at and who by.

Adding more documents

Once the shift has been made towards scanning documents and storing them digitally, it is extremely quick and easy to add anything to your online filing system. If you are dealing with low volumes then it is possible to use an office scanner to do this whilst for bulk uploads or a regular flow of documents, it is possible to use a document scanning service to help save you even more time and money.

Space saving

If you have to keep a lot of documents on site, they can take up massive amounts of space. This can mean whole rooms need to be dedicated simply to document storage and, in a time where land is at a premium this can be a costly option.

By scanning your documents and storing them digitally, you no longer need to set aside space for their storage, and you can put it to better use. This gives you the opportunity to add more desks and employees or equipment that can add efficiencies to your business without needing to find extra space for it. Secure document scanning can be a very time and cost-effective way to make efficiencies to your business.

Contact us today

At Rads, we are specialists in secure document scanning services to help your business improve efficiency by removing clutter and making it far easier to find and access documents. To find out more, or to discuss our document scanning services, please contact our friendly team online today and we’ll be happy to help.