How Scanning Cuts the Cost of Document Management

Posted by Bob Loblaw on Tue, Jul 23, 2019

Whatever your current document management system may be now, you should always be looking for something to improve or somewhere to cut costs.

When it comes to the intersection between document scanning and management; scanning helps cut a range of alternative paper-based costs, making it not only a cheap investment up front but also a cost-efficient one down the road.

Learn more about how scanning your records, documents, and files can save your Business money, time, and resources. Watch the video below:

QLS-How-Record-Scanning-Cuts-the-Cost-of-Record-Management

 

 

Average Cost of Document/Record Scanning

How Scanning Cuts the Cost of Document Management

On average, scanning costs 7–12 cents per page scanned.

Despite that though, the overall cost of a scanning project can vary depending on if there are any other factors like whether or not pages are double-sided, stapled or bound, and just how much you have to scan.

Document/Record Scanning Cost Benefits

Scanning your records and adopting a paperless records management system help cut the costs that come with sticking to paper in a range of ways, such as:

  • Saving supply and space costs
  • Cutting down productivity costs
  • Eliminating the costs of unnecessary securities
  • Lowering chances of legal noncompliance fines

Using Scanning to Cut Supply & Space Costs

Ranging from the cost of basic office supplies to the space things like filing cabinets take up, using paper records comes with extra baggage that drives up the cost of records management.

Eliminate Supply Costs

How Scanning Cuts the Cost of Document ManagementA paper-based records management system comes with extra supply costs that can range from $200 to $1,000 per employee per year. With digital records though, you save on costs like:

  • Paper of all types
  • Filing cabinets
  • Bindings (staples, paperclips)
  • Small supplies like staplers, scissors, tape, and glue
  • Pens, pencils, and other writing materials

Save on Space Costs

When storing records at an off-site location, you probably pay a rental cost for the storage space. And if you manage in-house, you waste valuable real estate on a place to put your paperwork. As just one example, a single 4-drawer cabinet can consume as much as 12 square feet of space.

Switching to paperless document management with scanning, on the other hand, allows records to be stored in an infinitely smaller format in addition to offering the cost benefit of being a one-time investment. With digital records, countless files can be stored in a hard drive that could fit in your pocket.

Using Scanning to Cut Security Costs

After scanning your files, you can now personally manage them without consuming much space. You also now have the opportunity to personally manage your storage securities as well as track and manage your records retention schedules.

Manage Security Yourself

When you store paper files at an off-site location various security measures are implemented; but they also come with recurring rental costs for the storage space.

With Document Management Solutions (DMS) software you not only save on the costs of storing files and documents, but you can also fine-tune the securities yourself to implement only what you need.

Prevent Retention Noncompliance Fines

On one hand, if you use paper documents they’re 1) easier to lose or misfile, and 2) if they’re stored off-site, you risk leaving it up to someone else to be sure you comply with retention laws.

To prevent noncompliance with retention laws and losing important information, with digital files you can both search for them by name and set automated systems for tracking record retention times to ensure you stay on top of things.

Using Scanning to Cut Productivity Costs

Compared to paper, scanning and going paperless boosts work efficiency in multiple ways:

How Scanning Cuts the Cost of Document Management

Boosting Efficiency Using Indexing & OCR

When records are scanned, they’re indexed and OCR'ed (Optical Character Recognition) reader is used to create an editable file before it’s stored.

With indexed files, users can easily search for and sort different files to find records, and with an OCR reader, the documents can be editable—saving countless amounts of time (which equals money, of course).

Minimize Time Needed for Copying & Distribution

Just like how OCR and file indexing save countless amounts of time, paperless formats also provide other time benefits, like streamlined document distribution,

Rather than making copies for a meeting that are often thrown away by the end of the workday, an email or similar method can quickly send a copy of the file around the room.

This not only saves time but also money on the cost of the paper itself.

Automate Basic Management Tasks

After files are scanned, many of the tasks needed to manage previous paper copies are eliminated.

With digital files the indexing removes the need to manually file and refile records, the OCR eliminates the need to copy and print new updated versions, and many storage systems can be configured to track retention times.

Considering a Change to Paperless Document Management?

Learn more about Digital Document Management Solutions or let us help you find the right scanning service for you and your business. To get started, fill out our form or give us a call at (716) 852-2203 or toll-free at (800) 859-2203 for a free no-obligation quote.

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How does your Company manage your files and documents? Are you paper-based? Paperless? Or a hybrid of both? We love hearing from you and about your experiences, please do share.

 

Topics: Document Management Solutions, Document Management Software, Paperless Office, Paperless Filing, Waste Reduction, Document Scanning Solutions