Whether your company wants to go paperless or get compliant for an audit, there are a number of benefits to document scanning that can help your organisation save costs and improve efficiency. Organisations have always relied on data however over the past few years organisations have moved towards an electronic filing system as part of a records management system. The first step to move towards a paperless environment is to convert hard copies of data to electronic pdf copies and then securely destroy the hard copies. We have come up with some benefits of document scanning.
Converting old archived documents into digital copies can reduce business costs significantly. Scanning documents frees up office space, warehouse space or costly storage space. Office space and warehouse space can be used to generate revenue for your company or to store stock. A document management service is one step to a paperless office environment and improved efficiencies.
With GDPR now in force it is more important for organisations to know exactly what information they have stored and where. Bulk scanning makes the process of finding documents easy and quick through our OCR searchable feature. This is important as the time to respond to Subject Access Requests quickly is a new requirement of GDPR. Data Retention is also made easier through the right software. We store your scanned documents in the Cloud, making them accessible 24/7. Data retention schedules can be set and automatic rules can be applied in order to stay compliant with GDPR.
Protecting scanned documents can be done through use of encryption, password protected files and securely storing files in the cloud. Users can be assigned access levels to specific users and track all file activity to ensure the correct users have the correct level access to pdf documents.
Document scanning makes compliance easier for your company as files can be stored, organised, indexed and produced quickly. This ensures compliance with GDPR and the Subject Access Requests. GDPR requires you to know where your data is held and know exactly how many copies of the documents exist.
Along with freeing up space, document scanning can help reduce the amount of paper used. The average office worker uses 10,000 sheets of paper every year! Secure document shredding can help reduce paper wastage, through the recycling process.
The cost of scanning depends on a number of factors such as how your documents are stored. Whether your documents are all loose, stored in archive boxes, in lever arch folders we can provide you with an estimated price. For example an average archive box holds approx. 1,700 images. The services included in your £/image quotation are:
- Collection (if you are within our regular routes) – a charge may apply for longer distances
- Preparation for scanning (including removes paper from lever arch files/ removing staples and paperclips etc.)
- Indexing of files (e.g. by supplier name and invoice number)
- Imaging to PDF which is OCR searchable
- Supply of scanned files on USB/CD or hosted on online cloud system.
- Destruction of paper originals.
You can use our scanning calculator to find out an estimated job price. Or chat online with us now and we can get a quote over to you.