The paperless office has long been the holy grail of IT professionals, managers, and business owners. Like the holy grail, true paperless offices seem to always be just out of reach. It is true, most offices will never be 100% paperless, but reducing your paper consumption will bring many benefits to your business. While not every business is ready to move to an electronic system such as enterprise resource planning, customer relations management, or electronic health records, scanning your paper records is an easy first step.
Scanning your paperwork can help your business grow. Labor costs related to faxing, filing, and printing can add up to several hundred dollars per employee per month. Going paperless allows you to refocus that labor on revenue-generating services. In addition, you can backup electronic documents both locally and remotely. Electronic backups can help protect your business from a disaster. Paper records are vulnerable and nearly impossible to back up.
Scanning your paper documents can save you space. Many offices we visit are cluttered with paper stored on shelves, in filing cabinets, or in boxes lining the hall or break room. Storing paper is a fire hazard, and it also takes up valuable office space. Many businesses have to rent offsite storage for their archived documents. Scanning can help you reclaim office space and save thousands on offsite storage rental.
We offer two scanning solutions: Bulk out-sourced scanning, and in-house scanning and archiving. Bulk-outsourced scanning is great for businesses that have a large amount of paper which they want to scan quickly. If your office is a cluttered fire hazard, or if you are spending thousands of dollars per year on offsite storage, bulk scanning could be for you. Bulk scanning is priced per image, and depends on the volume of documents and the amount of preparation work needed.
In-house scanning and archiving is great for ongoing day-to-day operations. If you have, or plan to purchase a fast scanner, our software will allow you to quickly scan and archive your documents. Our software can recognize certain data from your records, which allows us to automatically file your documents. Our software also creates a searchable, indexed database for fast retrieval. Price depends on how many scanning locations you need, the size of your office, and whether or not you already have a suitable scanner.
If your business is not ready to make the leap to a complete paperless solution, consider the benefits of scanning. Scanning your records can free up important resources so your business can run faster and more efficiently. If you would like more information about our scanning solutions, please contact your XLEMR representative.
