This is a guest post by Brandon Harris.
Going paperless isn’t as hard as it used to be, especially with the help of document scanning services. The world has made great advances in technology and have made those advances widely available, so why aren’t you taking advantage of it?
In case you haven’t noticed, it’s not the wasteful 80s anymore, the name of the game is efficiency and green thinking. If you want your business to survive in the millennial driven future, it’s time to start thinking about what type of companies attract millennial buyers.
Research shows that millennials are far more likely to do business with a business if that business’ views and practices align with their own. So update your system before you’re left in the past.
1. It Saves Money
Think about how much money you spend every year on printer ink, toner, and paper. It’s probably a much larger number than you’d prefer, and for what? What can a paper copy of a document give you, which a digital one can’t? A papercut, that’s about it.
2. E-Documents Are Searchable
Have you ever read a pile of papers or reread a chapter of a book, just to find one sentence that you really liked or needed? If you had an electronic version, you could just search for the keywords you remember and find the sentence in seconds.
3. Sharing Is Caring
Oh no, the copy machine broke down again! And just before the big meeting too, what a shame. If only there was a way for everyone to have their own copy of those documents, but I guess you can just huddle around the one original. Or (Can you guess what I’m going to say?) you could scan the document and share it with everyone in your work group so they can each use it as they see fit and collaborate easier.
4. Saving Space
Filing cabinets are bulky, heavy, and take up a bunch of space. Most businesses have a whole room, or even floor, dedicated to storing paper documents. What a waste! Imagine how much rent you would save if you didn’t have to store all those documents and could move to a smaller office.
Alternatively, you could use that space for an employee break area, a nice big office, or perhaps a conference room. The possibilities are endless with the space you could be saving, especially if you’re in an urban area where space is the most expensive commodity. You’ll definitely save more in the long run than you’ll spend on the document scanning services.
When you have paper documents sitting around, anyone could walk off with them, or even break in to steal them. If you’re handling important documents for a client you may even be required to hire security for the documents.
This of course can get quite costly; but even worse, it could fail. No offense to security guard Jerry, but he isn’t going to do much against a fire or flood. Natural disasters are becoming more severe and frequent, so it’s becoming ever more likely that your business will fall in the crosshairs of a disaster. If that happens (when that happens), all of your documents could end up lost.
But if you had the foresight to go through with document digitization, you wouldn’t have that problem. All of your documents could be safely backed up on a remote server, otherwise known as the cloud. It all boils down to what you want for your business once the water clears. Do you want to mop up wet paper, or call your clients and let them know you’re ready to help them whenever they’re ready.
Author Bio: Brandon is the owner of Smoot Solutions – a leading document scanning company in Lodi, NJ, experts at providing document digitization services such as paper document, large format, microfilm, book, newspaper etc. Prior to that he owned and operated a small bakery. It may seem like a far stretch but at the end of the day his work is all about making people happy. Other than working to grow and improve his business, he enjoys spending time with his wife, daughter and family.