As the head of your organization’s convert paper record storage and other hard copy files, you should consider scanning your information into digital images. Your office’s scanners are unlikely to be large enough to handle a large number pieces of paper files and scanning financial physical documents. Professional document image processing and scanning companies will rapidly and efficiently convert your documents into digital images.

The retention period for certain documents is often determined on an individual basis, which means that it will vary depending on the organizational or company location and document type. In the United Kingdom, medical records are legally required to be retained for 40 years from their last entry. Compared to paper records, the retention policy for financial documents filed with public companies is six years. Other digital documents are expected to be kept indefinitely, so digitizing and storing all data has become critical functionality of many businesses today.

However, document scanning services carry many benefits. We’ve made a list of six that we think you’ll find most helpful.

Deter File Loss:

You experience a genuine frustration knowing you are sabotaging your own hard work. You look on the bright side, remembering that it was probably accidental and at least now you know where to keep important documents. According to a recent study, 7% of paper documents are misfiled every year and 3.5% of all hardcopy documents are lost. Digital documents can be kept in one easy-to-access location rather than at the bottom of a filing cabinets.

Protect Document:

Natural disaster recovery like fires and floods can destroy your hard-copy records, including important documents. Scanned digital files from your organization’s documents are easier to manage in the event of such an emergency.

The measured average cost of a significant small business loss, including fires, floods, hurricanes, gas, and power outages is over $500K.

Easy Document Transactions:

Documents can be received or forwarded in almost any location and at any time. Thanks to digital technology, there’s no need to make a copy of the document before forwarding it. There’s less point in waiting days for documents to arrive when they come via e-mailing. Once you decide to take digital images of your hard copy records, you’ll be able to find and send required information in no time at all.

Convenience:

Digging through a mountain of paperwork can be time-consuming, but with document management solutions you will have the ability to search quickly and archive documents for retrieval. Benefits of scanning documents such as having all of one’s data in one location.

Cost-Effective:

All companies are looking for ways to remain cost-effective in the office and invest in new technologies. A printer that saves a half-cent per page is helpful, but it pales next to the cost savings associated with a paperless office. Document scanning can reduce the amount of paper used in copy machines by half. The digital documents can also be shared virtually, with no printing at all.

Reduce Company Footprint:

If your company has been storing paper documents and wants to go green, then scanned document is an environmentally friendly solution. Document scanning also provides benefits for the office space by reducing clutter and saving printer ink! The paper industry accounts for 26% of all municipal solid waste in landfills. Reducing paper records reduces your organization’s contribution to the landfill.

To Sum Up,

Docupile is more than a cloud based Document Imaging and Document Management Service. Contact Docupile to protect your critical documents with scanning services.

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