Paperwork. The bane of existence for more people than would care to admit it. File cabinets full of paper. Boxes packed away in the basement, attics, storage buildings and even shoved in corners simply to have them out of the way. The Federal Government suggests you keep 7 years worth of records and for a business this can mean tens of thousands of pages of paper that has to be packed away just in case. Document imaging can reduce the amount of storage required from boxes and boxes of paperwork that takes up rooms down to a few DVD's meaning a huge savings in space and in dollars, but people are afraid that document imaging doesn't work for a variety of reasons. If you're one of these people that fear document imaging, then you'll want to read this.
- Scanned documents are just as valid in an audit as paper.
- Having documents scanned and stored makes them easier to organize and store.
- Paper stored in boxes presents a huge fire hazard.
- Once scanned, documents can be emailed or faxed easier than paper and printing documents for whatever reason is as simple as clicking the print button in your word processor or graphics software.
- DVD's and CD's created with document imaging have a "shelf life" of at least 10 years.
- With the portability of scanned documents and the ability to replicate CD's and DVD's, having backups stored in bank safety deposit boxes is a simple prospect instead of an impossibility.
- Scanning documents pays for itself in storage fees in a matter of months.
- Records that are scanned are accessible via tablet PC's, laptops, netbooks, PDA's and smart phones directly from a local area network or via the internet if need be.
Document imaging is more important in business than ever. Not only is paper storage problematic at best, but without having a copy of the paper somewhere, should something happen as in a flood or fire, there is no easy way to recreate all of that paperwork. Having easy access to scanned documents either on the network or on DVD or CD makes it much easier to find as well. Instead of having to sort through boxes of paperwork to find the right file, you can find it electronically in a matter of minutes. Save money, save time and reduce paper waste and fire hazards by having a company that specializes in document scanning services take care of all your old paperwork.
Regardless of the size of your business, using document imaging can end up saving you time, space and money. Mallary Gandar researched what document scanning services could do for her company and she found it would be a big benefit for everyone.