No doubt you’ve noticed that paper is quickly becoming obsolete.
Document digitisation is increasing in popularity across small businesses, enterprises, and government departments. But the benefits of implementing a secure document scanning solution are more than just reducing the amount of paper you order each month.
There are productivity improvements, security enhancements, and you’ll free up space around the office. Document scanning is also good for the environment as it reduces waste.
If you need some examples of benefits for your document digitisation service project plan, try adding some of these.
What Documents Can be Digitised?
Document digitisation refers to the process of converting physical items into digital versions. It can be completed using software or a manual process. You might think that document scanning only refers to invoices or receipts. But you’d be surprised to learn what else can be digitised. Some of the most common can include:
- Books
- Newspapers and magazines
- Training manuals
- Contracts
- Policies and procedures
- Health and safety reports
- Employee handbooks
- Job descriptions
- Payroll information
- HR documents
- Patents
- Client transactions
- Marketing materials
- Financial statements
- Business and project plans
- Strategy documentation
What are the Benefits of Document Digitisation?
Reducing costs related to paper is only one of the advantages of document digitisation. Here are some other popular reasons businesses, enterprises and government departments are utilising this solution.
Cost Reductions
Naturally, you’ll notice the office stationery costs decrease as you order fewer boxes of paper. But there are other reductions you’ll see on the end-of-month financial statements. You won’t need as much office storage space or to purchase additional security lockers to protect documents.
Improved Accessibility
With remote working becoming more popular, there is a requirement for an easier way to access information. Document digitisation allows the appropriate personnel to access vital details anywhere and at any time.
Enhanced Data Security
Document digitisation is more secure than a physical storage option. Access to information is simple to define. Only those with the right accessibility level can retrieve the items they need.
Productivity Improvements
The time it takes to find a physical document can be lengthy. Particularly if you do not have a sound filing system. This problem is eliminated when utilising a document digitisation service. Items can be retrieved using search functionality like Google or by request through the provider.
Environmental Benefits
According to a Capterra report, 61% of Australians said that the sustainability actions of a company could influence if they do business with them. Reducing paper and printing usage is an excellent step to going green and preserving natural resources.
Better Customer Experiences
Customer expectations have changed significantly. They want fast service and turnarounds on their requests. You can deliver on this requirement when implementing document scanning in your organisation. The result can be improved retention and increased loyalty with your clients.
Superior Business Continuity and Disaster Recovery Plans
Unfortunately, disasters can happen. It could be an extreme weather event that destroys all your physical documents or the natural degradation of items that aren’t stored appropriately. When they’re digitised, you improve your business continuity and disaster recovery plans drastically. They will be available when you’re ready to open again for business.
What are the Benefits of Using a Document Digitisation Service?
You could purchase your own device and begin scanning documents from the day you opened for business. Another alternative is to engage a document digitisation service. But is it worth it? Here are some of the advantages to think about.
Cost Benefits
Purchasing a scanning device is only one cost you need to consider for document digitisation. There are maintenance costs for the machinery and upgrades when the time comes. You’ll also have to factor in digital storage fees. It can start to add up and potentially outweigh the costs of keeping physical items. Engaging a document digitisation service and choosing an option suitable for your organisation is often more beneficial.
Reduced Workload
Unless you plan on hiring staff to complete the scanning task, you will need to assign it to someone. That means on top of their existing duties, they will have to work through the backlog of items and create a plan for incoming documents. A digitisation provider can handle historical records and new ones. There is also less of a learning curve with the technology as they are specialists in the field.
Speed of Delivery
To reap the rewards of document digitisation, you’ll want the timeline to scan the backlog to be minimal. When utilising in-house staff, there will be training requirements. But, not for a documental scanning service. They already have the equipment, and there is little start-up time.
How to Digitise Documents
There are several good reasons to consider document digitisation. You can expect cost reductions, productivity improvements, and enhanced data security. There are also environmental benefits. You can attempt to take on this task yourself. But engaging a document digitisation service can be more financially beneficial.
Do you want expert advice and help with digitising and accessing your important documents more efficiently and effectively? Compu-Stor is an Australian-owned family business specialising in information and records management solutions and services. From document, media & data storage to digital scanning, business process automation and consulting services, Compu-Stor provides a wide range of solutions using the latest technologies and methodologies to deliver secure & efficient services.
Through its Digital Transformation Solutions, Compu-Stor helps maximise the accessibility and flow of information within organisations. With offices across Australia, Compu-Stor works with its customers to provide cost-effective and secure solutions tailored to their needs.
Contact us today for a free initial exchange to see how we can help you: 1300 559 778
For more information, visit our website at https://www.compu-stor.com.au/.
