Every business owner will eventually confront the need to maintain a filing system to ensure his or her company operates effectively. The process of creating this filing system will be unique to each company but will likely involve an element of physical paper file storage and technology-enabled digital file storage. In order to maximize access to important information and encourage a seamless workflow, there are a number of strategies that can be used to make the records storage process more successful. For some companies, one of these strategies is utilizing document scanning services, and it brings them many benefits.
More Easily Accessible Files
Digitally storing files allows a company to achieve a great degree of success with file management. Not only does digitally archiving files make them easier to find, companies are also able to destroy files in a more efficient manner. As a result, companies are often able to save a substantial amount of employees’ time by reducing the steps that it takes to find and retrieve files when needed.
Cloud Storage Means Less Physical Storage Space
By scanning and storing files, companies are able to avoid large filing cabinets that take up a great amount of space. Being able to store files in a significantly smaller space also means that companies have an easier time securing these files and preventing cases of misuse or theft. Instead, digitally storing documents allows companies to increase security through the use of encryption and passwords.
Quick Access to Documents
By using document scanning to its full extent, companies are able to instantly digitize documents including documents received through fax as well as physical mail. By being able to scan even the newest files, companies often discover that their ability to find information speeds up significantly. Not only does speeding up the file retrieval process save time, being able to quickly retrieve documents allows companies to harness details found in records in more powerful ways.
Safety from Disasters
It is an unfortunate truth that each year a number of offices are harmed by fires, earthquakes, and other uncontrollable weather events. This often leads to the loss of numerous assets including important files. By digitally scanning files, however, a company can make sure that documents are kept safe. While a natural disaster or unexpected event can destroy physical papers, it is much more difficult to accidentally delete information that is stored in the cloud.
Pursue Digital Scanning Options Today
Scanning files is a growing trend across industries due in part to the amount of time that companies are often able to save through the process. If you are interested in digitally scanning files, it can help to speak with file maintenance professionals. Thanks to our many years of experience in the industry, Armstrong Archives is prepared to help your company take the steps necessary to begin a paperless operation. To learn more about how we can help with digital scanning or any other type of file maintenance need, contact us today.
Posted By: Sherri Taylor – President/Managing Partner
Sherri Taylor is the Managing Partner and President of Armstrong Archives, one of the largest independent records and information management companies in the Dallas/Ft Worth area.