Go Green with Document Management

Got Paper?  Get Scanning!

Posted by Mike Paperalt on Jun 8, 2017 4:18:19 PM

Got Paper?  Get Scanning!

Even if you have a terrific filing system, stacks of paper accumulate.  That's because filing cabinets, archive boxes, file folders and paper documents are just not efficient.  Ask any office worker who's had to wade through paper files to find a specific bit of information.  Or any sales person who's spilled coffee on an important contract and had to call the customer to get the contract signed again.  

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No matter what the reason, the time investment involved with trying to manage paper documents and files can distract employees from goals that are more central to your organization’s success.  That's why we say "Got paper?  Get scanning!"

Many companies realize that document scanning is the answer, and they attempt to manage the document conversion and bulk scanning processes in-house.  

Unfortunately, these in-house projects frequently end up with more frustration than results. That's because companies usually underestimate the  resources that are required, both in terms of personnel and equipment.  Particularly when scanning of incoming documents is going to be part of the document management process going forward, organizations need to constantly upgrade imaging equipment and maintain a well-trained imaging staff.  

These unanticipated costs in personnel and equipment can be detrimental to the bottom line.

Fewer Resources - Better Returns

Organizations that have realistic espectations and that "run the numbers" ahead of making their document management decisions often find that it makes sense to channel fewer internal resources toward document management, choosing instead to engage with an outside document imaging and document management service.  This decision keeps their employees focused on their primary jobs,  while expediting document imaging and maximizing document management.   

Once an organization has committed to outsourcing their document management and data scanning,  it's important that they find the right service to work with.   While document scanning may seem to be a mindless task, the truth is that it takes specialized training and skill to image documents so that information is preserved and easy to find.  

At Paper Alternative Solutions, we spend significant time interviewing, training and preparing our imaging technicians for the jobs they do, so we know what it takes!

Document imaging specialists need to collect information about the documents that are to be scanned. They should conduct a needs analysis. Then they can help to formulate a solution that is tailored to the unique needs of a particular business.  It's always best not to force clients into a one-size-fits-all solution.   

For instance, some businesses may simply want documents scanned, indexed and archived. This often happens on back-file conversion.  Other businesses  need dynamic, automated and ongoing document management solutions that enable them to mine data that is normally locked within documents.  Still others want mail room solutions to stop paper at its source; or online forms to automate information gathering.  

Whatever solution your organization needs, you owe it to your business and your staff to make sure the service company you select is going to look out for your documents and data.  


Topics: Document Scanning

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