Document scanning is one of the most important steps in order to protect your company’s information. But what specific problems does it solve? How does it work? And why should you scan your office documents? In this blog, we outline the benefits of document scanning and how it will solve common problems in your office.

How did document scanning come about?

The document scanning process was created to solve a number of common problems that businesses and individuals face when it comes to storing and accessing important information. Document scanning takes physical documents and converts them into digital files that can be stored on a computer or other digital storage device. This process can save businesses and individuals a great deal of space, time, and money.

What problems does document scanning solve:

Document scanning can help solve common problems such as lost or misplaced documents, unorganized filing cabinets, and difficult-to-find information. Additionally, it provides the ability to save time and money while improving efficiency and productivity.

1. Reduce the time it takes to find files

If you’re like most people, you have a lot of paperwork. Whether it’s bills, receipts, tax documents, or something else, it can be difficult to keep track of everything. This is where document scanning comes in.

One of the biggest advantages of document scanning is that it can save you a lot of time. Manual document management can be very time-consuming, particularly if you have a large volume of documents. With document scanning, all your documents can be quickly and easily scanned and stored electronically, making them much easier to manage and search through.

Rather than having to sort through a pile of paper, you can quickly find the document you’re looking for with a few clicks of the mouse.

2. Reclaim Office Space 

Renting office space can be quite pricey especially in bigger cities. Naturally, you want to get the most use out of your square footage. Paper documents can quickly take up a lot of space away from your office leaving less room for your employees.

Another benefit of document scanning is that it saves space. Rather than having to store boxes of paper documents, you can store your files electronically on your computer or in the cloud. This frees up valuable storage space in your home or office.

Document scanning also makes it easier to share documents with others. Rather than having to fax or mail a physical copy of a document, you can simply email a digital copy. This is particularly helpful if you need to collaborate with someone on a project.

3. Save Money

Document scanning is a great way to save money. It can help you avoid the cost of buying new equipment, and it can also help you save on storage costs.

For example, if you need to retrieve a particular document but can’t find it because it’s buried in a pile of papers, you may end up having to pay for a new copy. With document scanning, you can avoid these costly mistakes by storing all your documents electronically where they can be easily found and accessed.

Scanning documents helps you avoid lost or damaged documents. If you scan your documents, you can always have a backup copy that you can access if your originals are lost or damaged.

Additionally, your employees won’t have to spend time looking for documents, so you won’t have to pay them to look for files. They can focus their time on more important tasks which means your business gets more out of the salaries you pay.

4. Increase Efficiency

Document scanning can also improve your overall workflows and efficiency. When everything is organized and stored electronically, it’s easier to find what you need when you need it. 

If you need to find a specific document, you can use document scanning to search for it electronically. This is much faster and more efficient than looking through piles of paper documents.

This will not only speed up your business processes, but it will also make your employees happier as they will have more time to accomplish their other tasks and won’t feel frustrated when they can’t find their paper files.

5. Protect Documents

Most people think of document scanning as a way to save space. And while that’s true, it’s not the only benefit. Document scanning can also help you protect your documents from damage and loss.

Scanning creates a digital copy of your document that can be stored safely on your computer or in the cloud. This means that even if your physical document is lost or damaged, you’ll still have a copy.

Even when sharing documents with other co-workers or companies, doing so in an electronic manner is safer. An email copy will always be in your inbox, while a paper copy could get lost or end up in the wrong hands.

What is the next step?

Starting your digitization journey!

Finding a starting point can be a challenge in it of itself, but we’re here to help. We recommend getting a free consultation to have a better understanding of what the final product will look like, what pricing options are available, and how the whole process looks.