Paper documents are prone to damage, difficult to organize, and susceptible to loss. Sifting through piles of papers looking for a specific document is tedious and time-consuming.
Bulk scanning converts physical records into digital files that can be easily organized, searched, and retrieved. This allows for the following benefits:
Accessibility
If you want to make sure your business can keep up with the demands of a fast-paced modern world, then it’s essential that you adopt new technology solutions like bulk scanning. These incredibly powerful tools can help your team stay on the same page no matter where they are in the world.
Using a professional bulk document scanning service can help you eliminate costly inefficiencies related to paper processes, such as lost files or misplaced documents. According to Corpmagazine, a single lost or misplaced paper document can cost your organization $20 to file, $120 to find, and $220 to reproduce. This is why going paperless through bulk document scanning is such a valuable investment.
By converting your paper files into digital versions, you can store them securely in a central repository and retrieve them with the click of a button. This can greatly reduce the costs associated with managing paperwork, freeing up valuable office space to expand your business.
With a professional bulk scanning service, you can turn your paper files into text-searchable documents so that all you have to do is key in an item or term to find the document you need. This can save employees hours of time that would otherwise be spent searching for records in physical folders and filing cabinets.
In addition, you can have your documents OCR-scanned to convert them into digitized text that is readable by assistive software. This can make them easier to copy and paste into another document program like Google Docs or MS Word. This can make it easier for everyone on your team to access and edit the information they need to do their job well.
Bulk scanning can also allow you to incorporate all of your paper files into a single document management system so that they are accessible to every employee. This will improve collaboration between your teams and boost productivity. It will also eliminate any bottlenecks that might occur because of the different formats of your paper files.
If you need to scan a large number of files, then you can choose to do it onsite with an automatic high-speed scanner. This can be particularly beneficial for sensitive records that require the highest level of security, as you can oversee the entire process and ensure that your data is kept secure at all times.
Security
In this age of pandemic panic and emergency protocols, most companies are looking for sleek new solutions to address issues like remote work, quarantine, and communication challenges. But the one tool that can help them most has been right under their nose all along—scanning.
Bulk scanning technology enables organizations to convert massive volumes of paper records into text-searchable digital documents. The process is conducted at a specialized facility using high-speed equipment that accurately processes large numbers of documents. Once digitized, the resulting files are uploaded to a document management system (DMS) or cloud-based storage platform for easy retrieval.
Using DMS software that offers OCR allows employees to search for specific words in the document content instead of just the file name. This capability saves time and effort, eliminating the need to manually scroll through a huge volume of images to find a particular record. It also makes it easier for teams to share and collaborate on documents, even if they don’t know the exact file name.
Aside from saving time and improving productivity, bulk scanning helps organizations reduce costs by eliminating the need for paper storage. According to Corpmagazine, it can cost an organization $20 to file a paper document, $120 to find a misplaced document, and $220 to reproduce a lost document. Digitizing paperwork eliminates these expenses and supports green initiatives by reducing the use of trees and energy to produce paper.
By transforming physical files into electronic documents, organizations can streamline their file-sharing and collaboration processes and allow their team members to work remotely while maintaining access to crucial information. They can also communicate with each other more efficiently via email, instant messaging, and phone calls.
When selecting a bulk scanning service, look for one that is experienced in handling a wide variety of document types and sizes. Ask about their ability to scan sensitive or historical documents and see if they can handle large-format sizes or bound books. They should also be able to accommodate your security requirements by offering in-house and offsite scanning options.
Reliability
When working remotely, a reliable document management system is critical. Unlike paper files, which can be easily lost or misplaced, digital documents are securely stored in an encrypted database and can be instantly accessed by employees anywhere, anytime, regardless of their device type. Bulk scanning converts your entire paper archive into a reliable digital document management system, eliminating the need for massive storage space and the risks associated with storing hard-copy documents.
File room clutter and messy office spaces can significantly drain your business productivity. Whether they are searching for physical files by hand or waiting for colleagues to email an attachment, employees can easily lose valuable time in an office full of paperwork.
Bulk scanning technology allows you to digitize thousands of paper documents in a matter of minutes, freeing up crucial office space and making more room for collaboration and project work. Digital documents are also more secure than physical files, which can be vulnerable to tampering or theft. Additionally, a robust document management system with robust backup features can prevent data breaches and help your team get back to work quickly in the event of a natural disaster or cyber-attack.
Paper files are prone to damage due to tampering, rodents, fading, and unfavorable climate conditions. They can also be lost or destroyed by fire, flood, or other natural disasters. A reliable bulk scanning service ensures that your important documents are safe and backed up in the event of a disaster.
Traditional paper processes are slow, inefficient, and highly susceptible to errors. When it comes to storing and retrieving information, a single mistake can cause delays and impact the bottom line. With a comprehensive document scanning service, you can eliminate the potential for paper-based errors by digitizing your legacy papers and storing them in a cloud-based system.
Document scanning provides many financial benefits for businesses of all sizes, including lowered operating costs, reduced labor expenses, and increased productivity. It can also reduce the cost of hardware, paper, and ink for printers, filing cabinets, folders, and other essentials. Storing your paper documents digitally also cuts the amount of money spent on storage fees and rental costs for warehouse space.
Efficiency
Whether you’re in need of bulk scanning services to convert a huge backlog of paper files or simply need a way to organize your office filing system, document scanners provide an efficient means of converting hardcopy documents into digitized files. Once your paper files are scanned, they can be easily organized into an electronic database or document management system (DMS) and accessed at any time.
As an added benefit, bulk scanning can help you clear out your file room so you can reclaim valuable space that you can put to better use. Depending on the size of your file cabinet, it could hold hundreds or thousands of hardcopy documents. With bulk scanning, you can transfer those files to a single USB stick, freeing up important office space that could be used to facilitate growth and expand your business.
Paper documents are prone to misfiling and loss, making them more difficult to track than digital data. Additionally, storing paper documents in a physical location is vulnerable to weather events, fires, and other disasters that can damage or destroy information. Document scanning services ensure that your valuable data is protected from these threats, backed up frequently, and accessible even in the event of a disaster.
Professional bulk scanning companies have state-of-the-art technology and trained staff to make the conversion process as simple and painless as possible. While handling the conversion process in-house may seem tempting, letting a professional company do the heavy lifting and managing your project is often more cost-effective and efficient.
When employees can quickly locate records electronically, they can focus their attention on more pressing projects and customers. For example, if an employee spends an hour searching for a specific paper document, they’re losing valuable time that could have been spent on more productive activities.
Scanning documents into a searchable database also improves efficiency for remote workers and teams. By enabling a mobile workforce to access documents anywhere, collaborating with remote colleagues is as easy as logging into a secure network and navigating to a designated folder or project file.
