According to a Xerox study, “80 percent of companies want to create paperless processes and workflows. Unfortunately, the Sierra Club coupled with Reduce.org, are quick to point out that the average office employee still uses an unprecedented 10,000 sheets of paper per year” (integrify.com). This clearly shows that businesses are interested in making the change to a paperless office, but fear and concerns are holding them back. Here are the top five most common fears about going paperless and why you shouldn’t be afraid to take the paperless leap.
Even though it has been proven that statistically, outsourcing your document scanning and management helps to cut costs and improve efficiency, many businesses are still skeptical of outsourcing their document scanning needs or are just holding onto their manual paper processes for dear life. This is a large waste of resources and money, because according to PricewaterhouseCoopers “the average company spends $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 to reproduce a lost document. Meanwhile, companies lose one out of every 20 documents, and spend 25 hours recreating each lost document.” Don’t buy into the typical myths about outsourcing your document scanning, we are here to debunk them for you.
Topics: #Scanning, #Digitization, Scan, Documents, Security, Compliance, Backfile, Store, Digitize, Automate, Efficiency, Storing Documents, Document Storage, Cloud Services, Document Management, document scanning company
The buying, selling, and managing of properties is a paper-intensive process. You are in charge of keeping many different documents organized and secure. You or your team members are always on the go and many of you probably work remotely. So what does that mean for the various forms and documents, like property tax statements and insurance claims, that are being mailed to your physical business location? You or someone on your team has to drive to your office or PO box, collect the mail, and then sort it. This leads to wasted time and possible issues of lost documents or documents not getting to the right people.
Topics: #Scanning, #Digitization, Organization, Documents, Security, Store, Digitize, Automate, Efficiency, Document Storage, Remote Access, Remote Working, Outsourcing, Cloud Services, Document Management, document scanning company, digital mailroom, Real Estate
There are many small but mighty steps you can take to become a paperless office, from scanning your backfile of documents to utilizing paperless cloud services for future processes. Not only do paper-heavy business processes waste time, they increase unnecessary costs and reduce productivity. Did you know that every 4-drawer file cabinet holds between 10,000-12,000 documents, occupies around 9 square feet of floor space, and costs $1,500 yearly to maintain? On top of that, according to an AIIM market study, going paperless can improve staff productivity by nearly 30%.
On average, a document costs $0.08 to $0.13 to scan, making the cost of scanning a standard bankers box of documents about $250. However, the cost of scanning documents all depends on how many documents you have, the type and size of the documents you want to scan, and even more so by the level of effort it takes to prepare your files for scanning. Here are some other factors that may alter the cost of document scanning.
Finally getting rid of all your paper documents is exciting and can make your workplace more organized and efficient without all of that wasted money and space. Moving your documents into a document management solution, like Recordsforce Cloud, will give you fast, easy and secure access to your documents. However, once the document preparation process has started, most businesses realize they have a lot more documents than they originally thought. If documents are not properly prepared, it can delay the delivery of accurate work to the subsequent processes of digitizing the documents. There are a few things you can do to help prepare your documents for scanning, which will not only streamline the process and allow us to input your documents faster and avoid potential issues, but will also save you costs in outsourced document preparation.
We’ve all been there — starting a project, unsure if we should do it ourselves or hire an expert to get the job done. Before starting any project, it’s always important to estimate how much time and resources you need to complete the job. When it comes to scanning and digitizing your documents, it can be more difficult than you think to estimate how long it will take. Figuring out how many documents you actually have, and the state of your documents can drastically affect the pace of your project.
In a past world, aperture cards were an extremely useful form of microfilm for archiving important information. You may have seen these types of cards in engineering or building departments, as there were certain advantages to using this type of technology to archive engineering drawings or building plans. Aperture cards have a projected 500 year lifespan, and they are human readable, which prior to computers made them a very reliable and easily searchable form of archiving. If you are unfamiliar, aperture cards typically look like a wide index card (approx. 7.5” x 3.25”) with a piece of microfilm mounted on one side and punch holes throughout the card. The punch holes are known as the Hollerith data and they represent important metadata, as well as card index information that would describe the specifics of the image without needing to actually look at the image itself.
Whether it be moving to a new building, adding more locations or taking over another practice, all transitions can feel pretty daunting. From moving high-value equipment and machinery, to relocating teams of employees, there is nothing simple or easy about these transitions. Even more daunting are the thoughts on how you’re going to move all of the key documents your business heavily relies on, either because you need them to complete daily tasks or because you are legally required to hold on to them. It’s important to have a plan in place to safely and securely relocate your documents.
Topics: #Scanning, #Digitization, Organization, Scan, Documents, Security, Compliance, Paperless, Filing Cabinet, Digitize, Automate, Efficiency, Document Storage, Work From Home, Remote Access, Remote Working
While paper has been successfully phased out for some businesses, there are more companies than I ever imagined still running on it. It’s not just your typical small businesses either. Some of these are large operations running in 75 countries and doing it entirely on paper. No matter how much technology we have access to, there are still companies running entirely off paper that is stored in boxes, cabinets, and shelves and then arranged into closets, cabinets, vaults, attics, and basements.