How well does your office manage paper-based documents and records? Are you files kept in a disorganized manner? Do you often find it difficult to locate information when required? Do these issues affect collaboration, productivity and efficiency levels? The answer is probably, Yes!
Managing paper-based documents is tedious and time-consuming – even when you color code files, use proper labels and keep all records in chronological order. What’s that one effective solution that can solve each and every document management problem? Digitization! Choose document scanning services and convert all your paper-based documents to digital format.
Let’s review common document management problems that can be solved when you hire a company that specializes in document scanning services and move onto digital documents.
1. Lost Documents
Over 7% of paper-based business documents are lost and never found again. Moreover, when employees search for these documents and try to obtain duplicates, valuable time is wasted. This significantly lowers productivity.
Contrary to this, if you have a digital copy of the documents, you won’t lose the documents in the first place, provided you index files properly and back them up regularly. Moreover, finding information in digital documents is really easy especially if you manage them using a document management system.
2. Different Management Techniques
You may know where each and every document is located in your department, but assume you need a document that is usually handled by another department. Do you know where they keep their files? And once you have access to their files, do you know where the required information is?
Unify records management across the board by digitizing all of your paper files with professional document imaging services. Now, whatever information you need will be available easily, and if you choose cloud storage, you can even access files from your phone.
3. Errors
As good as your team may be, managing paper-based documents can and does result in frequent errors. Incorrect labels, wrong dates, misplaced information – prevent these issues caused by human errors by converting to digital documents.
4. Too Much Clutter
If you haven’t yet digitized documents, you’ll find paper everywhere in the office. Despite filing the records daily, your office is probably cluttered. Furthermore, paper-based documents can be accessed by unauthorized individuals easily.
Digitize documents and get rid of the clutter. As far as authorized access is concerned, deploy user roles and assign document creation/editing/modifying roles to every team member
How many of these document management problems have you faced? Choose professional document imaging services and digitize all your records for enabling easier access and generating greater productivity levels.