Managing large volumes of paper records is costly and inefficient. This is especially true in the medical supply industry, where compliance requirements mean companies must retain invoices, contracts, and regulatory documents for years.
One leading medical supply company in Ireland faced escalating storage costs due to their growing archive of paper records. By digitising their documents with our help, they cut storage expenses by 50% and significantly improved efficiency.
The Problem: Rising Storage Costs and Inefficiencies
Over the years, our client had accumulated thousands of physical records. These documents were stored both on-site in filing cabinets and in external storage facilities, leading to several key issues:
High Storage Costs – Renting additional space to store paper files was a growing financial burden.
Slow Document Retrieval – Staff wasted valuable time searching for files, affecting productivity.
Security and Compliance Risks – Paper records were vulnerable to loss, damage, and unauthorised access.
Realising the need for a more efficient system, they turned to Datascan Document Services for a solution.
The Solution: Secure and Accessible Digital Records
We worked closely with the company to implement a structured document digitisation process:
Audit & Sorting – Our team worked with the client to review and categorise existing documents, ensuring only essential files were digitised.
High-Quality Scanning – We converted thousands of pages into secure digital formats.
Cloud-Based Storage – The newly digitised records were stored in a secure, easily accessible system, reducing reliance on physical storage.
The Results: 50% Cost Savings & Greater Efficiency
The benefits were immediate:
50% Reduction in Storage Costs – Eliminating off-site storage and reducing office space needs led to significant savings.
Faster Document Access – Employees could retrieve digital files instantly, improving operational efficiency. Your employees’ time is your biggest cost.
Enhanced Security & Compliance – Digital storage offered better protection against loss, damage, and unauthorised access.
Compliance – New systems ticked many boxes for their ISO9001 certification journey and data security requirements.
A Step Towards a Paperless Future
Following the success of the project, the company is now moving towards a fully digital approach, reducing paper use across operations.
If your business is struggling with the cost and inefficiencies of paper storage, we can help. Contact the expert team at Datascan today to explore how digitisation can transform your document management.
