5 Benefits of Scanning your Paper Files and Documents

5 Benefits scanning datascan document

Have you ever been looking for a specific document but you can’t find it? So you’re left spending valuable time routing through files and cabinets. As an organisation, a well-managed document space will be a huge time-saver. Digitising your files will enable you to locate, manage and store your company’s documents. It also keeps you updated regarding your documentation and makes sure you’re free of bulky paperwork.

Here are just some of the benefits of having an optimised and secure digital data document system;

It provides an easier workflow.

Think of all the time you have wasted looking for one piece of paper. With a well-managed document flow, your organisation can spend its valuable time on more productive tasks. As a small or large organisation, there may be hundreds of documents involved so it is very important that you manage your resources, while also being safe and secure. Scanning your documents and keeping them organised on a document management system  will make sure you never face document-related issues again saving precious time.

It helps you adhere to the law.

As an organisation, you might not be aware of the all legal formalities and laws, for example, the GDPR. Breaking those laws can hurt the revenue of your company. Digitising your data and documents to keep them secure ensures you are following the government’s rules and are being compliant with new regulations.

It includes backup and recovery.

It is very necessary to have a backup of every document. You must be assured that even if you lose one document, you have a way to get it back. With Datascan document management services, you can be assured that you will never lose a document, revolutionising how you handle your paperwork. Documents or pre-set forms can be simply scanned, indexed and sorted for you to view on a simple web-based interface. Irrespective of the type of business you operate in, your company will benefit from a reduction in paperwork and the subsequent increase in productivity. Not to mention the impact that reducing your carbon footprint will have in assisting your company in meeting environmental requirements.

It allows you to retrieve documents.

Documents get misplaced and often they are never even filed, we all know what a mess that can create. With all your files digitised you can retrieve your documents within a few minutes. Many companies spend time and money both to get back their important documents. Your data and files organised in your document management system can be a great solution for such problems.

It frees up your office space.

There are tons of documents you go through every day, but not all the documents need to be maintained in a hard copy. A cloud-based or software-based document management system will free up your office space by reducing your paperwork. All of your documents can be stored in software, and people can have access (controlled by you, according to their positions).

To find out more about how Datascan Document Services can help you, send us a message at info@datascan.ie or get more information here on our website.