What is a Scanning Bureau Service?
If you’ve ever wasted a morning searching the office for lost or misplaced records, you’re not alone. It’s estimated that the average employee spends 9.3 hours per week on the hunt for errant files.
Imagine the time that could be saved by implementing a paper to digital conversion strategy for your business. It may initially sound like a daunting task, but there are many ways to make the conversion process easy and efficient, ultimately reducing the costs of document storage.
Why paper to digital conversion makes sense
Almost a fifth of contemporary office space is occupied by company documents. That’s a high proportion – particularly in cities where the cost of property is high. And, chances are, those documents aren’t perfectly in order. It’s estimated that 35% of archived documents are already misfiled or lost. No wonder employees spend so much time searching through them.
In today’s workplace, companies increasingly need fast records retrieval, and scanned versions of documents are commonly being used for commercial purposes, and even in court. Digital records enable a faster, more reliable retrieval process, providing companies with the documents they need, when they need them. While making sure to store the documents that need to be kept in physical form, converting to a paperless office is just good business sense.
Advantages of digital conversion
There are a few significant advantages of converting to a paperless office, a few of which include:
Security: Digital documents can be password protected, offering greater security against theft – particularly in an age where cyber-attacks are becoming more advanced. Because they are electronic, digital documents also provide higher protection from disaster and loss.
Space: Removing physical documents can free up much-needed office space to be used for additional storage room for things like servers or other important equipment, or room for more desks so that you can hire more people.
Time: Looking for a specific document or group of files is significantly faster using a digital management system, saving precious time searching for paper that may have been misplaced. Just think of all the things you could do with an extra 10 hours a week.
Money: There are a number of approaches to digital conversion that can ultimately save money, including using existing scanning equipment with new document digitisation software.
Compliance: Digitisation can offer more thorough document histories and more immediate retrieval for regulatory compliance. Note that in many cases physical copies of records must be kept for compliance purposes, but you should keep digital copies as they can be useful for quick reference.
How Access Records Management can help
A key component in embarking on a paper to digital conversion is a reliable scanning service. At Access Records Management we have the resources to help no matter how large or small your project – whether you have a box or two of records that need to be digitised or you are moving forward with an entirely paperless office programme.
Our team will work with you to determine the right services for your scanning needs, and you can rest assured that our approach helps to ensure all your critical paper documents can be digitally provided to you at any time.
No job is too big for our bulk document scanning service, which can be individually tailored to meet your requirements from the structure of your files and the preferred output format, to any indexing needed. We also offer a scan-on-demand service to quickly and efficiently digitise any documents from boxes or files that are already held in secure document storage.
In addition, we provide competitively priced records management and secure shredding of physical files, so that you can keep the entire process in one place.
Businesses looking for a high-quality, flexible and reliable scanning bureau in London and the surrounding areas need look no further. Our Kings Cross headquarters are easily accessible, and our team are equipped to help with all your scanning needs as you move towards a faster, more secure, space- and money-saving digital workplace.
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