Any business today, whether large or small, is carried by its many documents, from financial reports to memos to lists of employees and inventory lists. Often today, and always in the past, this documentation worked on physical paper, but by now, considerable disadvantages of paper documentation have been realized, and newer options for filing are available for any business that wants to make its filing process fast and safer. Scanning is often the route to go, converting paper documents into digital ones. If you need large format scanned documents for business, this service is ideal. Document digitization is a very real business that is now taking off, and a service that scans on site can do a lot of work.
The Status of Paper Filing>/h3>
The transition from a paper, analog world to a digital one is still ongoing, and today, there is some overlap between these two worlds. Paper filing is still huge: just in the United States, four trillion paper documents are believed to exist, and they are currently growing about 22% per year. But this can be costly and slow work; five minutes’ time is needed, on average, to walk to a filing cabinet, find the intended document, work with it, then return it. What is more, a company may end up spending $20 in labor to file one document, $120 in labor is spent to find one misfiled document, and a total of $220 is spent to recover a lost document. Finally, it has been shown through a survey of IT professionals and workers that document challenges can cause a loss of productivity at 21.3%. One may ask “Do I need large format scanned documents?” Often, the answer may be yes, and if you, as an office worker, do need large format scanned documents, document imaging services and converting documents may be an attractive option.
Microfilm scanning services are one tried and true method of storing paper documents in a more permanent and convenient manner, where machines will collect photos of documents and store them in a very small format, allowing many to be stored in a limited space. This method may already seem outdated to some, however, so if one asks “Do I need large format scanned documents?” then another solution is digital scanning.
Some companies may carry out in-house digital scanning, and for larger scan jobs, a company may outsource this to another company that specializes in this work. The advantages are many. For one, it is believed that 77% of business owners want the option of accessing their files remotely, but this is not possible, or at least not very convenient, with paper documents. Scanning these documents, however, and placing them into a private computer server or storing them into Cloud services makes accessing these company files easy. Those bosses need only a computer or laptop, or even a smart phone or tablet, to electronically access those files. This could also be a convenient option for business professionals who are traveling and either cannot take the paper documents with them, or if they end up needing documents that they did not bring with them.
Another advantage, besides the convenience, is reducing the clutter and hazards of paper documents. Storing many paper documents at the workplace takes up a lot of room, with binders, filing cabinets, and paper storage boxes all occupying inventory room, and finding documents buried deep in this storage can be a lot of work. What is more, all these paper documents are a potential fire hazard. Once all these documents are scanned, all the room that they occupied is freed, and the fire hazard is eliminated. As a bonus, once those documents are shredded after scanning, the shredded paper can be collected in bags and taken out for recycling, contributing to “go green” initiatives. On one last note, digitizing documents helps prevent paper documents, and their sensitive data, from being stolen. Identity theft and corporate espionage can often be done through paper documents, so eliminating them can close that potential hole in data security.
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