For Ontario law firms with a large backlog of closed cases, maintaining records and ensuring that private details are kept secure is an ongoing and costly task. That's why many leading law firms are now taking the time to scan closed case files and digitize their records. Within this post, we'll explore the many benefits of the document scanning process.
Topics: document scanning services
At the start of a business, manual document filing can be quick easy and necessary. However, as your business grows manual filing can become a very cumbersome practice. In a busy business world it is important that you can file, find, and store documents in a quick and effective way. There are more efficient ways in today’s growing technological world that can help keep your organized with a higher productivity level. Here are some disadvantages of manual document filing processes.
Why should we consider scanning our files?
There are several reasons businesses consider scanning their files; including:
Space; paper filing systems take up a considerable amount of office space, space that could be better used by productive employees.
Disaster Recovery Planning; no one likes to think about the worst case scenarios, but those who do are the ones who end up on top. Imagine a fire or flood happened in your office and you lost all your paper files tomorrow. What would that mean for your business? Scanned documents can easily be backed up and recovered from multiple locations with speed and ease.
Productivity; employees spend about 40% of their time looking for information they need to make decisions. Searching through paper files is, to say the least, time consuming and unproductive. With document scanning your staff can find the information they need in a matter of seconds.
One of the most common questions we face on a day to day basis is "How do you convert my paper files into digital images?". It's not a surprising question, the process watching 200 boxes of documents leave your office for scanning and come back on a hard drive about the size of a deck of cards is a pretty amazing. The truth is the entire event is a systematic process with a heavy focus on security and quality.
So you've decided to take the plunge and scan all those paper files that have been cluttering up your office for decades. The cabinets upon cabinets of paper that have caused you and your staff to lose countless hours searching for lost or misplaced records. Finally, everything is going to be available right from your desktop, laptop, tablet or smartphone. This is a terrific move and one many before you have taken; but where do you start?
Is your desk more paper then desk? Going digital with document management and document scanning services may sound ideal, but how do you cost justify the change? Well the below infographic can be a handy tool to help build a business case for document management software and document scanning services.
For any business these days, going paperless is most definitely a target, but some just don't see digitization as an attainable goal. Some are fearful of the time it might take, or how much it can cost. Really though, not digitizing, especially when paper is dominating your time and efforts, is really the true cost.
Read our case study of how one auto repair facility let MES Hybrid Document Systems show them the way out of the piles of paper and into a smooth, efficient workflow.
We can help you dig your way out too. Contact us today and we'll show you how easy it really is!
Document scanning can be real pain when you have to do it alone. Especially when you have years or even just months of documents, it can cost you a lot of time and money. Then once you are done scanning, you still have to organize it all. Save yourself the headache and take advantage of document scanning services.