Savvy business owners know that few things can decrease a company’s productivity and efficiency faster than a lack of organization in the workplace. When an office is unorganized, essential documents can go missing or be misplaced, resulting in wasted time, customer service holdups, and lost revenue.
A key component of office organization is your filing system, which needs to keep sensitive documents safe but easily retrievable when required. Traditionally, companies have used manual paper filing systems to organize their offices. However, the costs and inefficiencies associated with manually handling documents make the process unfeasible for the modern workplace.
That’s why more companies are reorganizing their filing systems with document imaging. Converting paper files into digital images allows you to easily capture, access, index, and store information more efficiently and cost-effectively than by manually handling documents.
Digital imaging technology is the best way to keep your office organized and operating with maximum efficiency.
What are the Benefits of Organizing Your Office with Document Scanning?
Moving from a paper-based filing system to an organized cloud-based document scanning solution allows your company to reap a number of significant benefits, including:
Faster document processing
Multiple people can only be on a paper document one at a time, causing delays in moving essential documents through the process. A scanned document stored in the cloud allows real-time online collaboration, significantly improving processing speed.
Improved efficiencies
Paper-based document handling is prone to files becoming misplaced, misfiled, or lost, bringing the process to a standstill. These risks are mitigated with a document imaging solution that scans the documents and makes them easily retrievable in seconds.
Improved security
Filing cabinets aren’t very secure places to store documents with sensitive information. With document scanning, images are kept on the cloud with user-defined access controls that allow you to control who can view, share, and collaborate on which documents.
Better scalability
As your business grows, you’ll need more space for filing cabinets to store higher volumes of paper. Cloud-based document scanning allows for unlimited document storage without compromising system efficiency.
Cut down on office supplies
With document imaging, you’ll significantly cut down on office supply purchases such as paper, printer ink, replacement printers, additional filing cabinets, and much more.
Consistent data compliance
If your business or organization must adhere to specific privacy regulations, document scanning has built-in protocols that ensure your data is always compliant. In the event of an audit, documents can be quickly located, helping you avoid fines and penalties.
Significant process cost savings
With document scanning, you’ll save on costs associated with your team members adding or retrieving papers in the filing cabinet or looking for or replacing lost documents. You can also repurpose valuable floor space currently being taken up by filing cabinets.
Reorganizing Your Filing Systems Leads to Additional Digital Transformation
Organizing your filing system with a digital system is the first logical step in adopting automation technology in many other areas of your business. With the remote or hybrid office continuing to trend, forward-thinking companies are transforming their internal processes to automated digital-based systems, reducing their reliance on paper-based processing even further.
- Companies can use automation to create a digital mailroom that eliminates the need to handle paper mail
- A remote cheque deposit capture solution helps process incoming cheques faster
- By optimizing their accounts payable department with an automated system, companies can ensure that invoices are processed efficiently and paid on time
Optimize Your Office Filing System with a Document Scanning Solution from Ash Conversions International
For over 40 years, ACI has specialized in transforming how companies run their business processes with efficient, cost-effective solutions. ACI offers customized document scanning services for virtually every industry, helping business owners increase efficiency, streamline operations, and save money.
We simplify the entire process by converting your paper documents to digital images at our secure facility. Our team will set permissions for online sharing and collaboration, consolidate all of the information to reduce redundancies, and train your team on how to retrieve and process documents through our secure cloud-based platform.
Our document imaging solutions add extra value by eliminating time spent at filing cabinets, allowing your team to focus on projects that generate revenue and make your company more profitable.
ACI is completely committed to exceptional business services along with the outstanding customer service experience you deserve. Contact us today to learn more about how ACI’s reliable, trusted document imaging can help make running your business easier today.
