Top 10 Reasons to Scan Your Documents, Files, and Records

Posted by Bob Loblaw on Tue, Sep 17, 2019

As technology continues to improve, going paperless is becoming more and more common —and in some cases like healthcare, it’s now standard. From saving money in both the long and short-term, to increasing productivity and security right from the get-go, there are numerous reasons to scan your records.

Still on the fence about scanning and going paperless? Why wait any longer when your business can reap a host of benefits?

The Future of Work

Learn more about the top 10 reasons to scan documents and go paperless, with benefits ranging from streamlining collaboration and distribution to simplifying compliance with industry laws and regulations.



Why Scan Records

As technology improves, scanning and going paperless is becoming more common, and in some cases, it’s now standard. Document and Records Scanning opens up multiple ways to benefit, including greater efficiency and productivity, more secure storage, and most importantly cost savings.

Prepare for a Digital Future#1: Prepare for a Digital Future

Scanning records from old formats and implementing digital records management increases accessibility and speed.

Besides efficiency, laws like HIPPA and HITECH for healthcare also now legally require the meaningful use of health information technology.

#2: Boost Your Security

Scanning records and storing in a digital management system provides extra security in a few ways:

    • Access Controls for internal security
    • Firewalls and Antivirus for external risks
    • File Encryption in case of an external breach

#3: Simplify Compliance with Disclosure Laws

Laws like the Sarbanes-Oxley Act (SOX) require records to be readily available and quick to produce in case of an audit. Using digital document management software, files are indexed and can easily be tracked down with the help of keyword search functions.

#4: Easy Backup and Disaster Recovery

Compared to paper, making a digital backup copy of a record inventory is by far faster and easier. Scanned documents can be backed up to remote servers, and if all the primary copies were somehow destroyed, the backup copies can be quickly retrieved and restored.

Streamline Collaboration#5: Streamline Collaboration

Using a digital software solution and system to manage records centralizes information and makes it easier for teams to work together on the same document. For example, digital records can be accessed and edited at the same time, and can also be accessed anywhere there’s an internet connection.

#6: Make Distribution More Efficient

Prior to digital records, the time involved with paper correspondence was a major bottleneck. Using email & digital document management software the time needed to send and receive information is greatly reduced—benefiting not just you, but consumers as well.

#7: Improve Records Management Time & Efficiency

A single employee may spend just 10-15 minutes a day looking for and refiling record,s but over the course of a year the cost of that time adds up. With digital records, on the other hand, they can be retrieved with a keyword search, and don’t need refilling once you’re done.

#8: Save Valuable Space

Millions of documents can be scanned and uploaded to a storage server. By contrast with a 3-drawer file cabinet, fewer files can be stored and use up more space—in addition to the cost of filing cabinets themselves.

Going Green#9: Going Green

Paper is recyclable, but when you don’t use paper at all there’s no recycling needed. In addition, by going paperless you also reduce the use of printer ink and the energy needed for climate-controlled storage.

#10: Saving Time and Money

Above all, document scanning’s greatest benefit is its cost savings. Going paperless helps save money in the long and short-term in a few ways, with advantages including improved work efficiency and lower storage costs.


Request a Free Quote on Document Scanning Services

The days of storing paper documents and records are quickly coming to an end. More and more companies are using document scanning to convert paper records to digital.

There’s a lot of great reasons to consider document scanning and utilizing a cloud management system to organize your office and keep your files safe and secure. Now that you know the benefits of document scanning are too good to ignore, why wait.

If your company is considering moving to digitizing their documents feel free to reach out to our specialists! From document scanning to document management solutions for your electronic documents, our experts will help you with a customized document management software solution that fits exactly what you’re looking to do for your company.

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How do you manage your documents, files, and records? Do you have a document management system in place? Do you utilize a document management software? We love hearing about different business strategies and what works for your business.


Topics: Document Management Solutions, Document Management Software, Paperless Office, Paperless Filing, Networking, Green Initiative, Waste Reduction, Document Scanning Solutions, Business Tips and Solutions