It doesn’t matter if your company is large or small; they tend to collect paper. Whether this is for legal purposes, accountability, or one of many other reasons, companies need their documentation.
Accessibility to those documents and assurances that they are accurate are what usually come to mind whenever the topic of getting organized is brought up at the weekly staff meetings. Having less clutter, being more space-efficient, but still being able to access records quickly, are all desired outcomes of getting organized. Digitizing those documents is an excellent way to achieve those objectives.
So, you could budget capital dollars for expensive scanners and equipment. And, you could invest significant person-hours into writing scanning processes, training staff, and then actually scanning all those documents.
Or you could outsource this project for an efficient and successful transfer of data. Using an outside source for your document scanning services is a resourceful and cost-effective step for a company drowning in paper.
River City Data will work with you to create that most cost-effective and beneficial data transfer project. They are just one phone call away at 877-723-3181.
Here are just 3 of the reasons your company needs to hire a service to scan those documents.
Clear copies and less paper
Say you had your documents scanned, and the digital copy is unreadable? When the original document was used, did it get filed back in the right place? Did it get smudged, spilled on, torn, or damaged in any other way. You can imagine the time that will be spent, the time you have to pay for, trying to find or replace that paper copy.
Avoid this blunder by using a reputable company that will follow your company’s policies to the letter. The whole point of outsourcing is to make the day-to-day inner workings run smoother, while still maintaining, if not improving, your bottom line, of course.
The scanned document needs to be as clear and legible as the original for you to trust your new digital data. At River City Data, we ensure the digitized copy of your document will look just like the original.
River City Data scans documents of all types and converts them into a format chosen between you and an advisor. With clear electronic copies available, in some cases, you may be able to destroy those paper copies when complete. That was one of the objectives as well, wasn’t it — save space?
Who can say no to the possibility of recycling thousands to millions of sheets of paper? Well, you can, until you and your River City Data advisor have agreed that is the correct step to take based on legal requirements, tax guidelines, or industry best practices.
2. Save time
Time is money – as the saying goes. Start choosing how you spend your time and money by outsourcing your document scanning service needs.
How much time will a document scanning service save you? It depends on how many documents need to be scanned and organized. The more data there is to input, the more time the service can save you in the long run. A couple of hundred documents may not seem daunting, but how about thousands or tens of thousands?
In addition to converting your documents to digital copies, we will also collaborate with you to find the most efficient method available for you to retrieve those same documents. We will determine the best way to store and transfer your documents.
Once the optimal storage format is defined, we also determine the best way to index these records to match your business processes and allow for the quickest data retrieval possible–the quickest way to get data in and quickest way to get data out.
Time is money, and the times they are a-changing. Making these changes to your document storage is converting time wasted into time well spent. To keep your business processes ahead of the competition, you will need to accommodate digital data increasingly, and this is the first step.
3. Save on training
The time and effort needed for training can be simple to not so simple, depending on the skill being taught. It may be easier to train someone how to file in a cabinet, but paper filing is more time consuming and often done wrong.
Large scale scanning equipment needs specific training and experience, coupled with the instruction to operate the computer and its software. Training someone on scanning and indexing documents may take some more effort, but it will save you time in the long run.
There is another option. Turn those documents over to those that are already trained in converting paper documents to digital. Then take those training dollars and allocate them to another critical area within your company.
To Be Clear
Clean copies, less paper, less time, and saving on training are some of the reasons to outsource your document scanning services. In time you will come to realize if you haven’t already, the importance of digitizing your documents to increase efficiency within your company.
Leave it to the trained experts, and your digital copies will always be clean and right where you left them. Handling those documents will require less time for storing and retrieving.
Document Scanning with River City Data
Document scanning is a time-eating task that requires not only the appropriate staffing levels but expertise and the right equipment. River City Data staff has the training, knowledge, and scanners capable of handling a wide variety of document formats.
In addition, we have in-house dedicated trucks and a large facility to accommodate all your documentation. We remain in control of your documents from pickup through scanning and beyond–putting all your concerns regarding transportation and security at ease.
At River City Data, you may find our services to be just the ticket to take that next step in moving your company forward into the digital era. Call River City Data for your new scanning service.