If, like many other businesses, you also have an ample space dedicated to storing files in filing cabinets, basement, or records rooms, and you are tired of dealing with all of this data. Then by learning about the benefits of document scanning services, you can easily decide if you want to go paperless or not?

Let’s go paperless today and make a change. Contact our experts for the best scanning services.

Document Scanning is one of the easiest and most effective methods of converting all your paper documents into digital files. These digital files can easily be stored, shared, and duplicated. Here are more benefits that will make you want to go paperless.

1. More Productivity

Let’s compare; at present, your data management is done by sorting your files in filing cabinets either alphabetically or chronologically. But when you store your data in digital files, you don’t have to invest the time in arranging them like you would with paper files.

According to research, records stored in filing cabinets take 37 minutes to find a file. On the other hand, if you have your scanned documents in your system, it will only take 25 seconds to find your file. Employees can use the saved time to deal with customers or other tasks rather than spending so much time finding a file. This will surely increase your productivity, which in turn means better sales.

2. Saving Up Space

Renting space to store all your data is costly. Imagine your working space without all those file cabinets and paper moving here and there in your office. You will have a lot of room to use for other purposes like new tables for more staff.

Moreover, your office atmosphere will be much better without all the filing cabinets crammed with documents you cannot afford to lose.

A document scanning service will scan all your documents and compile them in the system, which does not take any space, and data is easy to share. This will leave you a lot of extra space in your office, which you can use for other beneficial purposes.

3. Remote Access is Possible

With the advancement in technology, business trends have changed. Many people work remotely, which benefits both the employee and the employer. Having remote employees benefits the company by hiring more talented staff from across the globe and not having to rent a big place for all the employees.

But if you don’t have a centralized filing system, it can become impossible to work remotely. Because when employees need a file, they will have to travel many miles, or another staff member will have to fax them the documents. All of this is very complex and affects work productivity.

So, having all your documents scanned and stored in a system that is easily accessible by everyone is a must-have if you plan on having remote employees.

4. Documents are More Protected

Data protection is one of the main concerns for any business. So, companies try to do all they can to protect their documents. If your data is in hard copy, it can be stored in rooms and cabinets with locks, but anyone can temper these, and data may be lost or damaged. Moreover, natural disasters like floods or fires may destroy all your data. To prevent any loss, you should scan all your documents and have them stored on a secure server as password-protected or encrypted files.

5. Document Retention Management

Another drawback of having documents in hard copy is that you don’t realize how long certain documents have been there in your storage. This takes up more space, and the company has no benefit from storing these documents.

To prevent this, you can scan your documents and organize them by file type and date. This will help you keep track of documents that need to be destroyed and save storage. Moreover, you should also have a document retention policy to make the process of data management more smooth.

6. Environment Friendly

Many companies are working to make environmentally friendly efforts. One of them is going paperless. Going paperless benefits both the companies and the environment. An average office worker consumes about four dozen sheets in a day, out of which 70% goes to waste.

Companies are now digitizing and moving toward the future, making environment friendly choices. According to research, companies that claim to protect the environment are likely to generate more sales, thus benefiting the business.

Final Thoughts

Now that we know the benefits of document scanning, the next step is to choose how to go paperless? A company can either do in-house, which can be a big step, or outsource document scanning services from experts; that is a simple way.

Backoffice has expert document scanning services that ensure that all your documents are scanned with great privacy. Moreover, how many files do you have or how difficult the task may seem, we can do it seamlessly.

Take your first step towards becoming digital. Contact us to get free consultation!