Document Scanning and Digital Storage
Document Scanning and Digital Storage
Make it easier to find and file documents with document scanning and digital storage solutions. Plus, save time, paper, and storage space when you digitize your documents.
Go paperless by scanning paper documents and storing them digitally.
Find documents faster with document indexing and pull up documents when you need them with any relevant search.
Save on printer and storage costs by eliminating paper-based processes and filing cabinets.
Leave Your Paper Documents in the Past
Paper documents still play a very real role in the modern workplace. They sit on desks or get tucked away in filing cabinets—or worse, they are misplaced, lost, or stolen. No matter how you look at it, the costs involved with paper documents are staggering. Paper, printing, and storage costs add up, as do the ramifications on employee time spent filing and finding documents in a very manual system. Plus, it’s difficult to maintain oversight on who’s accessed a document, greatly increasing the risk of a document being lost—or stolen.
Some organizations may have begun a slow transition to digitizing documents by scanning and saving documents into their system. However, too often, these organizations fail to follow a defined process. Instead, documents are haphazardly scanned into the system, without much thought on naming conventions or making the documents searchable.
Without a document scanning and digital storage solution, it’s a challenge to adequately define the process for scanning, indexing, and saving documents. As a result, documents are difficult to find and often stored across various systems and servers. Plus there isn’t visibility over who has viewed a file. Someone could alter or delete it without anyone else being the wiser.
Inconsistency is everywhere, and successfully accessing documents when you need them poses a huge challenge.
Go Paperless with Document Scanning and Digital Storage
Your organization deserves more than simply an electronic filing cabinet. It’s time to scan, store, and retrieve documents digitally so you can save time and get back to the rest of your duties.
By switching to electronic documents, you’ll eliminate both existing paper documents and the need for creating paper documents in the future.
Eliminate Filing Cabinets
Say goodbye to your filing cabinets. By eliminating paper documents, you will also free up the real estate dedicated to housing paper documents.
It takes 18 minutes to find a paper document, but mere seconds to find one in an electronic document management system. Simply search for documents by entering a relevant term (customer name, invoice number, etc.)—rather than rummaging through a filing cabinet or trying to guess how an electronic document was named.
Save on Printer and Storage Costs
When your organization removes the paper from its processes with a document scanning solution, you’ll eliminate the need for filing cabinets and physical storage. Plus, when documents can be electronically created and digitally stored from the get-go, you’ll significantly cut down on printing costs.
Know where your organization’s documents are, who has accessed them, and what changes have been made—at all times.
Keep Documents Secure
Take your paper documents out of their filing cabinets and digitize them to enhance security. With a document scanning and digital storage solution, you can ensure that only authorized users can access the documents. Proper security controls mean that you’ll never have to worry about a document being lost, misplaced, or stolen again.
Scan and Store Documents—Without the Stress
HelpSystems Document Scanning helps organizations running on Windows and/or IBM i. With this document scanning software, you can easily scan and digitally store your documents in one central repository.
Not Sure Where to Begin?
Start with The Document Management Guide for more information on document scanning and digital storage.