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Digital transformation has been around a while but it is only really just starting to come to the thinking and realisation of small and medium sized businesses who are looking at ways of becoming more efficient, working smarter and saving money.
There are several advantages to scanning documents and merging them with digitally born material, all of which can help open up a conversation with your customers around document scanners and the need for a dedicated scanning device.
Save Money - Document scanning eliminates the need to maintain paper based filing systems. This reduces the costs associated with filing, archiving and long term storage of paper records
Productivity Gains – Studies have shown that employees spend twenty percent of their day searching for information. Using document management software, users can access decision making information in seconds, saving time and improving productivity.
Collaboration – Many document scanning systems integrate with business applications allowing faster access and the ability to share information in real-time.
Easy organisation - Electronic documents can be organised much faster, better, and more easily than paper documents. In addition, finding, viewing, and sharing electronic documents can be achieved with unprecedented speed and ease – instantly.
Smarter working – The proliferation of mobile technologies and the ability to scan and view directly to either smart devices, via a cloud service or via a network means more efficient ways of working can be adopted enabling you to build a business around your employees rather than the other way round. Costs could be saved for example in office space and office overheads should staff be based at home. Adopt a more proactive and forward thinking approach ready to embrace the challenges of operating and competing in the 21st century.
Free your Space - Space has become an expensive asset. Save time and money on expensive office relocation's and free your space and make the paperless office dream a reality.
Disaster Recovery Planning - Would your customer’s business cope in the event of a fire or flood? Can they afford to lose those valuable documents if they are filed incorrectly after use? Document scanning allows them to keep a set of their records on CD or DVD in another location or office or in the cloud to reduce the risk of losing their valuable information to natural disasters.
Deterioration of Quality - When information is currently on paper there is a problem of deterioration of the original page. Paper can fade over time and be torn through excessive use. A scanned image will not fade or deteriorate
Efficient Retrieval - Enables access to important information from a desk. It can be shared through offices and other branches saving time and money on physical page retrievals, copying and faxing.
Legal Admissibility - General opinion is that scanned images are likely to be admissible in court, with the same weight as of evidence as photocopies which are considered as secondary evidence. There is a potential reduction in the weight of evidence if the authenticity of the copy is questioned (e.g. if a signature is being disputed).
Document and Records Retention - Records need to be retained not only for the purposes of business use, but also to meet legal and regulatory obligations such as for GDPR compliance. For example, in the UK, Acts like Sarbanes Oxley and The Companies Act 1985 (Section 221) requires companies to keep accounting records sufficient to give a "true and fair view of the state of the company's affairs and to explain its transactions." It also requires adequate precautions be taken against falsification of records and to discover any falsification that occurs.
Recent legislation directives are really becoming focused on the virtues of operating a digital workplace, embracing mobility and collaboration.
Equally digitised and searchable content allows a public sector body to respond to Freedom of Information and Subject Access requests promptly and within permissible time limits.
Greener - Scanning is a paperless process, and often there is no environmental cost when documents are distributed electronically. If documents are scanned less paper is wasted, transport of documents is reduced and the amount of landfill used is reduced. Reducing paper, its transport and the amount of bleaches used in recycling benefits the environment.
Customer Satisfaction – Response times are reduced, information is available in seconds from a computer, remote locations and global business offices are connected and able to respond to customer needs faster and more efficiently.