How a Scanning Service Saves You Time and Money

As a business owner, you’re always looking for ways to improve your bottom line. In order to do that, you need to choose the right path to cost savings and greater productivity. If scanning your important business documents isn’t yet a part of your savings strategy, don’t overlook it as a viable and effective option. Here are several ways a scanning service will save you time and money: 

It Frees up Floor Space hourglass with money sign

Using your office to store documents is costly. According to research done by the commercial real estate company, CBRE, Nashville’s office rental rates are at an all-time high of $22.57 per square foot. Considering a standard file cabinet takes approximately eight square feet of space, the average cost of storing a single cabinet of documents is $180 per month. If you use a scanning service to convert those paper documents to digital format, you free up floor space to allow more work area for employees, client consultations, or product development. 

Quality Assurance

Most companies prioritize speed over quality when scanning their documents in-house. There’s a mad rush to digitize everything as quickly as possible. Unfortunately, not taking the time to verify the accuracy and clarity of every scanned document can lead to problems down the road. For example, if you fail to scan even a single page of a legal document, it can ruin your leverage in an important court case.

Using a scanning service ensures your documents are imaged accurately and clearly. Every image is visually checked for clarity and readability, and the ones that don’t meet the highest quality standards are re-scanned. As a result, you get a seamless and precise transition from paper to paperless.

Enhanced Information Access

Filing, copying and distributing paper documents takes time and effort. A scanning service converts your paper documents to the file format of your choice, adds your preferred indices to each file and merges them into your preferred document management application or enterprise content management (ECM) system. So instead of digging through a file cabinet to locate information, you’ll be able to access your documents and files by easy keyword searches, without ever having to leave your desk. 

Ensures Regulatory Compliance

Laws, rules and regulations are especially burdensome for paper-based businesses. Hard copy documents can’t be tracked as easily as digital files, making them more vulnerable to unauthorized access, and if a paper file containing sensitive information is lost or stolen, it can result in penalties and fines for your company. A scanning service can help your organization stay compliant with HIPAA, SOX and GLB regulations by password protecting your digital files so they’re protected against unauthorized access. 

With a scanning service you spend less time storing, accessing and protecting your information and more time focusing on your core business competencies.

Richards & Richards offers document scanning services for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.