Document scanning solutions: benefits and advantages

When it’s time to shop for document scanning solutions, focus on two main benefits to determine the value of the purchase: cost savings and security.:

Cost savings
One of the biggest hidden costs that paper-intensive businesses face is the time it takes to work with paper files. Employees spend valuable time walking to and from central records rooms and finding and replacing documents. A document scanning solution makes employees more productive, since they can work with those documents without ever leaving their desks.

Document scanning solutions also eliminate the costs of lost documents, and can even provide savings in the form of reclaimed office space that had been used for paper storage.

Security

If you’re not taking data security seriously, you should be. Threats from outside (competition, identity thieves) and inside (disgruntled employees, employee theft) threaten the integrity and value of your most important information. Document scanning solutions can provide several layers of security:

• Multiple levels of password-protected access for groups and individuals
• Encryption of document contents
• Audit trails showing who has accessed or updated documents

Other benefits to document scanning solutions:

• Disaster recovery. Document scanning solutions typically include off-site data backups and other steps to ensure that a fire, flood, or break-in won’t cripple your business.
• Access. The right document scanning solutions allow more than one person to look at a file at the same time – and provide your employees with access to vital records regardless of location. In addition, multi-layered access allows employees to see and change only the documents they’re authorized to handle.
• Process consistency. One benefit that matters more to larger companies is that a document scanning solution will enforce consistency. You’ll be able to take advantage of consistent filing, naming conventions, and workflow as you add new employees or cover for vacationing staff.

Ready to compare prices for full-service document scanning solutions? Submit a free BuyerZone request for document management solution quotes and let multiple providers compete for your business.