Paper documents are costly to maintain and manage. You have to pay for ink, toner, printers and onsite storage. However, there are some major efficiency costs associated with paper to consider. When your company processes paper documents, you are not achieving maximum efficiency. Below are some ways in which document scanning opens the door to efficiency:
Instant Document Retrieval and Routing: In paper-laden offices, employees can waste hours on document retrieval. This outdated, inefficient process often leads to projects delays and slow cycle times. Document Scanning will digitize your documents so they are instantly retrievable in a digital format. Instant retrieval will save your employees time and frustration. You will be able to eliminate routing delays with instant digital document routing, eliminating waiting times and accelerating processes. With faster information, your team will be able to make better-informed decisions.
Improved Document Accessibility: It is very difficult to access documents when they exist in the form of paper. In paper-based offices, gaining document access means that employees have to sift through file cabinets and shelves to locate a document. These file cabinet searches are time consuming, and this time could be better spent on higher-value projects. Easy document access will increase project completion times. Employees will always be equipped with the documents they need to complete a certain task or project.
Foster Employee Collaboration: With the increased accessibility of digital documents, employees will be able to easily collaborate on projects. This means that your employees will be on the same page with all the documents they need. This easy collaboration is particularly beneficial for projects involving multiple team members or for employees who work remotely.
Eliminate Lost & Misfiled Documents: Lost documents are a major liability for any company. For compliance-heavy industries, the threat of document loss is even more severe. Document Scanning will ensure that your documents live in a secure, electronic repository, eliminating the common threats associated with paper documents.
Centralize Your Documents: When your office houses paper documents, you have to real way of knowing where your documents are located. Paper-based offices typically have documents spread out throughout the office in various rooms, shelves, file cabinets and folders. Having too many paper documents can lead to inefficiencies and workflow bottlenecks, making it difficult to enforce company rules and procedures. Document Scanning will scan your documents and send them to a single digital repository. Your documents will be centralized, eliminating misfiled documents.
Take the first step towards office efficiency, Contact InStream today.
