Most large organizations now have document imaging and systems for managing those documents in place. They may be fine tuning their processes and in many cases they are upgrading to simplify their document management strategy. But a large number of mid sized and smaller organizations have not moved towards document imaging, and this is most likely because they do not realize there is a huge advantage to doing so.
The following article is a list of the most common benefits of document imaging. These include
- Preventing lost documents
- Eliminate file storage space
- Easily manage records and information
- Eliminate the need for file cabinets
- Quick retrieval of records
- Centralize documents for entire workforce
Document imaging will address some issues your organization is most likely struggling with. The key is first to realize that you have a less than efficient document management strategy and then to work to improve your document imaging and management. Many organizations simply are used to the way they manage documents and do not question the problems they face every day.
Here are some examples of things that are costing you a lot of money.
Document storage continues to expand
The most common problem organizations have with paper documents is the continued expansion of storage needs. While a file cabinet or two does not seem bad, this can continue to add up and often becomes an issue where organizations need to lease space just to store paper documents. And once you have a warehouse with documents, you can imagine just how difficult it is to go and find the document you need once it has been in storage for a while.
Even a simple solution, such as putting your documents on a CD, will eliminate this problem. A single CD can hold roughly 10,000 pages which is the same as 4 filing cabinet drawers.
Documents get lost or misfiled
If you have trouble finding documents, it is because with paper you have to choose one category or filing method, unless you want to file multiple copies. This makes it much more difficult to find paper documents. With document imaging and a good ECM, you can tag and label documents in many ways to ensure you can find the file you want.
Your staff is wasting a lot of time searching for documents
Few organizations take time to assess how much time the staff is spending looking for documents. Some estimates put the time loss for this activity at 30% of an average office staff day. Imagine the improved productivity if you used document imaging and greatly reduced the time needed to search for documents.
You are having trouble managing your own documents
Personally, if you are having trouble managing, filing and finding your own documents on your computer, you can be sure that the same thing is happening for everyone else in the organization. Having a good ECM can help you be more organized personally as well as help everyone else be more organized and improve productivity.
You cannot recover from a disaster
The reason you buy insurance is in case of a disaster. Document imaging is also insurance against disaster.
Unfortunately, many smaller organizations cannot recover from a disaster because they only have paper documents and they do not have duplicates. If those documents are destroyed by fire, floor, earthquake or wind, there are going to be essential documents in there that, when lost, will cost the organization money and could result in closure.
You would like to have documents with you on the road
With so many new mobile devices, it is very frustrating to be on the road and not have access to the documents you need. But with document imaging and good ECM software, you can access your documents on your iPhone, iPad, Android or any other web enabled mobile device.
Your organization needs to distribute documents to many people
When you have electronic documents, it is much faster, easier and less expensive to share information electronically. Even if you need to give someone a physical copy, it is going to be easier to find and print the copy from electronic files. If you have had all your documents imaged, you can simply email the document to the people that need them.
Documents are not locally in the office
Once your paper documents expend or you have multiple offices, you may find that the documents you need are in other office locations, cities, states or event countries. Imagine the difference of being able to access any document in the organization instantly versus needing to request someone in another country find the document, make a copy and mail the document to you, fax it or scan and email it. The difference in resources is huge and the cost savings of document imaging is easy to see.
How does your organization become more Green?
Today your customers expect you to be becoming more green and environmentally friendly. Document imaging allows you to reduce paper usage and recycle the old documents once you have made an image of the documents you need to keep. And once you have a ECM system in place, many of the documents that would have been paper in the past will begin as electronic documents and will never get printed and filed in the first place.
Coleman Data Solutions is committed to helping companies move from paper documents to document imaging and ECM solutions that help you become more efficient, greener and more profitable. Give us a call today and lets talk about your document imaging needs.
