Streamlining Your Office Work Flow: Document Scanning and Cloud Storage Could Save You Hundreds of Man Hours
Piles of papers, disappearing desks, and walls of filing cabinets. Offices just aren’t organized this way anymore. Instead, businesses rely on document scanning and cloud storage to keep neater, more reliable records. Today, we’re going to go over a handful of the benefits associated with cloud-based record keeping as a great solution for your business.
How document scanning and cloud storage can streamline your office workflow.Click To Tweet
1. Efficiency.
Maybe you have a crack administrative team at your business, one that’s very well-organized and works almost seamlessly. If so, you can ask them to track down documents for you…perhaps after you’ve spent a half-hour looking yourself. And can they get to your request right away, or before the end-of-day?
With cloud storage, you and your staff can access exactly what you need in under a minute. There’s really no better way to encourage independence and accuracy in the workplace. In the end, you can see projects coming to fruition ten times faster than before.
2. Risk Reduction.
Who has access to your files? If they’re physical paper files in your space, the truth is, anyone does. Not only can anyone in any department have a peek with the right amount of ambition and sneakiness, but break-ins from outside sources can grab up sensitive information. And if a hurricane or fire impacted your office? Forget it, they’re gone.
Scanned documents, on the other hand, exist on secure servers. If your building is damaged or broken into, there’s a much better chance your files will be unaffected.
3. Optics.
A lot of us dress for success, and how your office runs and appears shouldn’t be any different. Keeping paper records creates clutter and generally gives the impression that your business isn’t forward-moving.
You may wonder, “Well, who cares what anyone else thinks?!” but this can impact clients and new hires more than you realize. Clients will be pleased to know that any records you keep on them will be secure, and are more likely to choose you because you’re savvy enough to be on top of these things.
Desirable new hires, particularly from younger generations, are more technologically inclined, and will not bring the spirit of innovation to companies that are still in the Dark Ages, stuffing filing cabinets.
4. Costs.
So you want to go with the cloud, but the transition has to be a nightmare, right? Actually, making the switch takes a lot off of your plate, including training current staff to handle this information in new ways, or paying to maintain servers.
An initial investment in document scanning services will be the first step in getting everything in its right place. From there, you’ll save tons just in man hours that were previously spent on the search.
And perhaps the biggest unseen benefits are everyday convenience and eco-consciousness. Save hundreds of trees by making a commitment to going semi-paperless. Besides that, do you really even need to go to the office? With a cloud you can access from any of your devices, life will suddenly become a lot less complicated. Document storage is now safer, neater, and accessible from anywhere you choose.
