1. Increased productivity – On average it takes an employee 12 minutes to find the paper document they are looking for. With a well executed document digitisation plan, 12 minutes can be reduced to a matter of a few seconds.
Document digitisation facilitates the rapid sharing, collaboration, exchange and access of documents. This in turn reduces the turnaround time and further increases the efficiency of your business.
2. Cost efficiencies – Costs associated with printing and paperwork can be exorbitant. Other associated costs include equipment management and maintenance, paper records maintenance and floor space. Digital document capture can help reduce these costs to minimal levels, helping you focus on core business areas.
3. Easy to access and always available – Documents that have been digitised can be easily accessed through a document management system or through secure folders on any internet enabled device – anywhere and at any time.
Optical character recognition(OCR) techniques along with proper indexing of data help in searching and accessing the data efficiently which saves time and effort.
4. Enhanced security – A scanned document is a traceable document. If needed, only certain users can access the documents and workflows can be set up along with permission groups for an individual. This enhances security and maintains the confidentiality of the document.
5. Enhanced information preservation – Information stored in paper formats is degradable information and degrades further every time it is handled. Document imaging ensures that your business’s most important data is saved and preserved perfectly for the future.
6. Disaster recovery – Whether it’s natural or man made, fire or flood – a disaster that damages or destroys your paper documents can seriously impact your business.
Document imaging offers a safe repository for your data which can also be shared in the cloud or on your local document management system. This enables you to recover precious documents with a simple click.
7. Saving space – Floor space is expensive, particularly in large cities. Eliminating paper storage creates more space, a reduction in rent, reduced off site document storage fees and the potential to open up a new office.
8. Stay competitive – From multinational firms to small organisations – digitisation has been the mantra of the new age document management. Document digitisation efforts have repaid businesses in reduced costs, efficient workflows and satisfied customers.
9. Environmentally friendly – Document imaging and overall document digitising processes enhance your companies green credentials and is an environment friendly initiative. It removes the needs of creating multiple backup copies and unnecessary printing, increasing the Eco-friendly quotient of your company.
10. Digital Transformation – Image scanning is a first step in building a digital transformation plan. Early adoption is the key for organizations to ensure digital success and focus on cost savings and standardization.
Business leaders today emphasize on Document imaging as the first step towards digitization. When implemented accurately with the help of an experienced service provide like Plan2Scan your company can see patterns of benefits with respect to cost and efficiency across various verticals in the organization. Investment in Document imaging promises many advantages and an exceptional ROI when going paperless.
