Increased productivity. Transitioning to paperless office software. Access Your Documents While on the Move Save time. As the amount of paper documents continues to increase over time, it gets harder to organize, track, and store all those. As a result, the value of digital increases with digitization. Improve the patient experience. However, moving your filing system into the digital realm and scanning backlogged documents into the system will have the biggest impact—not just on your company’s paper usage, but also on productivity, convenience, compliance, and more. Unfortunately, many businesses tend to put off going paperless, simply because the process of digitizing huge backlogs of files is so daunting. Did you know that it takes a little above 12 minutes for an employee to find … These themes are out- lined in more detail below. Scanning your documents frees up office space so it can be used to generate more revenue for your company. The future is in digitized files. Pacific Records Management provides document scanning services for businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties. For instance, if your business is required to keep copies of certain files for 5 or 10 years, eFileCabinet’s document retention can schedule a specific date for those files to be deleted or to be moved to a new folder or directory. If you have customers in more than one region, it’s hard to provide consistent customer service. Ditching the fax machine, creating and using digital forms, and moving to a paperless billing model are all good ways to cut your company’s paper usage in half. If you have important historical documents, you want to preserve them for years to come. If you frequently travel for work or your company has employees scattered... 2. Despite the benefits of a paperless office, many organizations have resisted this change. The tougher part of the process is scanning your backlogged documents and filing all of them into the appropriate folders. The first is that you don’t have to … All Rights Reserved. To make the process go faster, you may consider taking the following steps: There’s more to going paperless than just digitizing your files. You’re able to … The following are the top reasons to scan your documents: Using prime office real estate to store business records is costly. Increase in productivity. But for certain applications, the biggest benefits come from distributed capture: digitizing the paper documents at the location where they originate and getting the information from the documents into the workflow for processing as quickly as possible. Still on the fence about going paperless? They stay for a longer time period. The average person in the United States uses 700 pounds of paper each year. Time. Digital forms and the information submitted through them are much easier to manage compared to paper documents. Digitized documents can also be accessed from anywhere. However, the returns you will get on that investment are absolutely worth the time and effort that scanning backlogged documents will take. Saved site and office space. A multi-functional device (MFD) produces good quality digitized documents, … Document scanning is the “last touch” solution. And even if a mere fraction of that paper ends up in the waste stream, it causes harm to the environment. With digitized documents and good DMS, you can search files from your work computer, your personal laptop, or even your mobile device. Using eFileCabinet’s document retention system, you can schedule times for old files to be automatically deleted or archived. Indeed, going through old file cabinets, scanning documents into the computer, and uploading them into your DMS is going to be a time investment. It becomes easier to add or make required changes on the original documents. Why wait any longer when your business can reap a host of benefits? Now that you know the benefits of document scanning are too good to ignore, why wait any longer? This can be an extremely powerful way to protect documents where you need to keep the data completely secure from those outside your business. An AIIM survey found it can takes an average of 37 minutes to find one paper file. This document retention system is incredibly useful for helping businesses stay compliant with different rules, regulations, and security protocols. Digital files can be organized, indexed and produced quickly to meet the demands of even the strictest auditor. Improved quality While 50% of Americans are aware of the benefits of digital documents, they don’t believe paper, including print photographs, will ever completely go away. In fact, sometimes the biggest motivation for going paperless is to improve company sustainability. That’s a lot of trees! Digital images can be backed up to tape or hard drive or protected electronically with an e-vaulting solution. One of the biggest problems with paper filing systems is that if you need to look up an old document, you either need to be at the office yourself or have someone there who can go and sift through filing cabinets for you. The key tactical benefit of digitisation is to improve the efficiency of core business processes – a benefit that comes through exploiting the tactical advantages offered by digitisation. Implementing security protocols 5. The first step of taking your office paperless is easy. Plus, going paperless gives the added benefit of removing (or drastically reducing) the money in your budget that is currently going toward buying paper, ink, and toner. This field is for validation purposes and should be left unchanged. During a disaster, access to critical business and operational documents may be limited, which can hinder an agency’s ability to maintain continuity of operations and recover quickly. Document scanning makes it easier for your company to fulfill its legal and regulatory obligations. Benefits of Digitizing Archives for Historical Media At eRecordsUSA, our historical documents scanning service provides a wide range of benefits. However, the process of digitizing a large number of documents can be tricky to complete without proper strategic planning. Paper can get lost. Three words- instant search capability. These can be summarized as access, support of preservation activities, collections development, institutional and strategic benefits, and research and education. The first and most obvious reason to digitize your business’s old documents is that doing so will, in the long run, be a big aid to office productivity. The primary benefit for any company is that the digital documents do not rip or fade like paper documents. According to the Paperless Project, the average office worker uses 10,000 sheets of paper every year. Fortunately, document scanning offers enhanced disaster recovery for your business. This requires significant investment and … Fill out the form on this page to get a 15-minute demo of eFileCabinet products. In working to go paperless, your company can do its part in cutting into those alarmingly high figures. Throughout the process we documented a number of other benefits realized by digitizing waste profile sheets through Payload eManifest. It's faster to share scanned documents digitally than to mail, fax or hand-deliver paper documents. Digital forms can be used in a wide range of areas to improve the patient experience. Digitization is a complex process, and there are concrete benefits to be realized from many types of digiti- zation projects. Instead of having to print and mail bills, invoices statements and other items, document scanning lets you get important information to your clients much faster. With eFileCabinet, you can store documents in different folders and archives, quickly browse the system based on date and file name, set permissions for different files, and more. Here are the top three benefits of using a picture digitizing service to safeguard some of your most precious moments. Until recently, cost was a significant obstacle to any digitization Document scanning streamlines file access across your organization. Answers to the Top 5 Document Imaging Questions, Answers to Your Media Storage and Rotation Questions. A few major benefits of document conversion Easier collaboration. Call Us At, Click Here to Read Our COVID-19 Position Statement, The Top 10 Benefits of Document Scanning Services. You’ll keep records safe and secure. Paper documents are especially vulnerable to fires, floods and natural disasters. Unfortunately, the aging process accelerates every time they’re handled. Storing documents digitally is faster than having employees spend hours printing, sorting … Museums are turning to categorizing and continued preservation by adopting an online database. Just invest in a piece of document management software like eFileCabinet and start filing all of your new documents digitally. This can play an Digitizing also streamlines the document-sharing process, which enhances efficiency and productivity. Using document management software is simply a better way to ensure that you can find the files you need when you need them. Here are some of the benefits: Share documents easily. Designed by Elegant Themes | Powered by WordPress. Records Management, Secure Shredding and Information Management Support Services. Time spent filing, organizing, and searching for paper documents is time that could be spent on more productive tasks. Just look at the stats. Once digitized, content can be manipulated, edited, organized, and searched, further reducing the time it takes to access and use it. Further benefits of digitizing healthcare forms. Benefits Of Digitizing Court Records. How Document Digitization Can Help You Find the File You Need in Seconds Instead of Hours & Keep Your Work Day Moving 1. Files can be retrieved quickly and easily without having to leave your desk. Firstly, this lets you protect important information from physical deterioration. Document scanning isn’t just good for your business; it benefits the environment as well. Environmentally friendly - Document Imaging and overall document digitizing process adds to your green credits and is an environment friendly initiative. Protecting hard copy information is difficult at best. Rather than taking up space in bulky file cabinets, thousands of files can be stored on a single server instead. The benefits of document retention features are also a huge plus in favor of electronic document management systems like eFileCabinet. Once the documents are properly digitized, the paper versions can be stored away at some remote facility (or sometimes can even be shredded / destroyed). Secondly, it has the added benefit of improving the legibility of old hardcopy records. Using prime office real estate to store business records is costly. If you already use an electronic document management system—such as eFileCabinet—then you know how easy it is to search and find files in the system. This means staff in multiple locations can access and view electronic documents simultaneously. There’s no doubt about it: The age of paper files and cluttered file cabinets is over. We use cookies to ensure that we give you the best experience on our website. By doing away with your company’s paper filing system and going digital, you can greatly reduce your carbon footprint. Maintaining privacy compliance. In addition to helping with productivity and compliance, electronic document management systems like eFileCabinet can also curb wastefulness. incoming documents. Get started on the process today by investing in eFileCabinet’s document management software. Paper clutter doesn’t have to be the norm in your office. © 2020 Pacific Records. Document scanning greatly reduces your business’ paper consumption for a greener planet. Scanning your … The Advantages of Digitizing Documents The benefits of digitizing work like an extension of scanning, helping to improve the usability of digital documents with tools like optical character recognition (OCR), redaction, and automated retention tracking. For more information, please contact us by phone or complete the form on this page. Capturing documents and data at the point of origin or receipt into an organisation allows for many tactical advantages including but not limited to: 1. Implementing electronic workflow processes 3. Scanned documents can be encrypted, password protected, and securely stored in the cloud. Click "OK" to accept use of cookies and close this message. You can improve customer satisfaction with faster service. Multi-Function Devices. 3. Creating audit trails 4. Compliance is a reality for most businesses. Streamlining administrative tasks is just another benefit of partnering with Ambir for all your scanning needs. your paper documents. Rows of filing cabinets filled with folders and documents just have no … The digitization for preservation proves to be an additional important platform for access and exhibition of documents and artifacts. Document scanning makes it easy to share documents and collaborate on projects without having to reproduce information on paper. Clutter kills productivity. It can deteriorate over time and the slightest bit of … Some of these benefits included the ability to track regulated and non-regulated waste through the entire shipping process as well as generate Transportation of Dangerous Goods (TDG) paperwork, if desired. With good document management software (DMS) and a well-maintained backlog of digital files, you will be able to save physical space in your office, find files more easily, and boost overall workplace productivity. As mentioned, digitizing documents ensures that you’ll always have a copy on hand in case the original records are damaged, lost or stolen. Eliminating transcription errors 2. The benefits of digital documents extend well beyond the front desk. For instance, you are able to digitize those documents and make the information available to organization members or the general public through the Internet. If you already use an electronic document management system—such as eFileCabinet—then you know how easy it is to search and find files in the system. In an increasingly technological world, there are many benefits of digitizing paper documents for your company: easier access and sharing, reducing costs of space and personnel, and increasing productivity are all benefits from using Paperless Office Software.. Optical Character Recognition (OCR) More Office Space. Compare this digitized process to digging around in a filing cabinet, and the latter begins to seem even more like searching for a needle in a haystack. Digitizing records provides a repository that can be shared on cloud or an agencies document management system. 1. Document scanning prevents excess paper from building up in the first place so your employees can be as productive as possible. You can assign access levels to specific users and track all file activity. Digitizing, though, extends those benefits even further. By automatically deleting old, irrelevant, or out-of-date documents, eFileCabinet saves a secretary or administrative assistant the trouble of having to go through and shred old paper files. One of the most important benefits of digitizing your documentation is that it can help you maintain your data privacy compliance, such as GDPR and CCPA. Here are some examples of how digitizing healthcare forms can drive efficiencies and improve the experiences of patients, doctors, and healthcare administrators. Storing your records in filing cabinets or boxes doesn’t provide … Digitizing paper documents do help in many ways. Saves Time. You want to get your archive digitized and uploaded as quickly as possible in order to get the … Benefits of modernizing legacy systems like physical record storage include: You save time and money. For many people, the benefits of digitizing documents are both mental as well as physical. For billing and office functions, high-speed ADF scanners can help healthcare workers digitize their invoices and other internal forms quickly and easily. The number and magnitude of the benefits you reap from converting your hard copy records to an electronic format will vary based on multiple factors, but we can think of two that are consistent for all. A backup you can count on. Benefits of Going Paperless. Engineering drawings, like construction and architectural, are required to be kept for a lifetime of a construction. Your staff becomes more productive and improves business processes. Sticking with GoCanvas as an example, the platform allows digital forms to be customized to the last detail. Productivity Benefits The first and most obvious reason to digitize your business’s old documents is that doing so will, in the long run, be a big aid to office productivity. It’s also a good way to ensure that confidential documents—particularly those including sensitive client or customer information—are not kept around when they are no longer being used. Another big advantage of using digitized legal documents and digital forms is better information management. As a country, the US uses 68 million trees for paper consumption each year—30% of the global total. Digitized documents are stored in a central repository, which is basically a well-organized digital filing cabinet where all of your documents … It removes the needs of creating multiple backup copies and unnecessary printing, increasing the eco-friendly quotient of your company. Company has employees scattered... 2 and cluttered file cabinets, thousands of files is daunting. Is easy process is scanning your backlogged documents will take both mental as well when your business of improving legibility. A repository that can be an extremely powerful way to protect documents where you need you. 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