Digitization can free you from paper and improve your team’s productivity and reduce costs. Here’s what you need to know about the risks of being paper-locked and how our scanning services can help.
TL;DR
Businesses that rely heavily on paper can lose time, increase costs and expose important records to risks such as fire, flood, loss or theft. Bishop Business provides secure in-house document scanning services that convert paper records into digital files, making information easier to find, protect and use. Once documents are digitized, organizations can take the next step by automating routing, tracking and business processes through enterprise content management.
How do I know if my organization is paper-locked and need scanning services?
If your organization uses paper to manage major operations, you need scanning services. Chances are your organization is paper-locked. Here are the signs to look for.
- There is dedicated space to paper storage (e.g. a filing cabinet, closet, offsite storage).
- Employees have piles of paper on their desks.
- You rely on paper forms in your operations.
- Customer records are kept as hard copy documents.
- Though they are competent and work hard, your employees are always behind in their work.
So my organization is paper-locked. Why does that matter?
A paper-locked organization faces two significant threats. One is a productivity gap. Relying on paper to manage your operations costs you real dollars. Let’s take a look at a simple example.
Consider a hypothetical organization with a $500,000 annual salary pool. If employees collectively spend about 10% of their working time filing, retrieving and managing paper, the labor cost associated with those manual processes could approach $50,000 per year.
Another issue with relying on paper at your organization is risk. When your lifeblood of your organization is tied up in paper, it can be gone in a flash, flood, or bang. Physical risks, such as fire or flood, or human risks, such as loss or theft, cause major headaches at best or the demise of your entire organization at worst.
How can Bishop Business’ scanning services help my organization make the transition from paper to digital records?
Digitization is the first step in freeing your organization from paper. Not only does digitizing your paper records make your team more productive and help you avoid security risks, it can help you uncover insights that move your organization forward.
But if your organization has years of records to digitize, the thought of scanning all of that data yourself is daunting. Fortunately, there’s a time- and cost-effective solution: Bishop Business’s scanning services.
Bishop Business is your trusted partner for business machines. But you may not know that scanning services is one of our core functions. We provide in-house, secure digitization using our high-performance scanners that are designed for speed and superior image quality.
Our dedicated team follows a strict security protocol when you trust us with your documents. Bishop Business has experience handling sensitive business, government, healthcare, financial and personnel records under defined security procedures. Once they are digitized, we can return your documents to you or securely shred them for safe disposal.
Scanning is the first step. What comes next?
Scanning is just the first step in the digitization process. Once your paper records are digitized, you can use the electronic records to automate routing and tracking documents. And once your processes are automated, you can start to use the data you gather from them to transform your organization. Bishop Business is here to help you put these automated processes in place so you can boost productivity and reduce costs.
One of our customers describes these benefits better than we ever could:
We’ve been able to create processes that not only streamline day-to-day tasks but also pave the way for innovative solutions to challenges we face. What started as a tool to manage paperwork has blossomed into a platform that empowers our staff to collaborate seamlessly, automate repetitive tasks, and stay ahead in an ever-changing landscape.
Bishop Business is your partner for scanning services, digitization and enterprise content management (ECM). To learn more about our cost-effective scanning services and how ECM can help your organization stay productive, get in touch with Bishop Business at bbec.com or give us a call at 402-537-8000 today.
Frequently Asked Questions About Document Scanning Services
What are business document scanning services?
Business document scanning services convert paper records into digital files that can be stored, searched, shared and incorporated into digital workflows.
How do I know if my business needs document scanning services?
Common signs include filing cabinets or offsite paper storage, piles of documents on employee desks, paper-based forms, hard-copy customer records and employees spending significant time searching for information. Bishop Business describes these as signs that an organization may be “paper-locked.”
What are the benefits of digitizing paper records?
Digitization can make documents easier to find, reduce physical storage requirements, improve productivity and reduce the risk of losing important records to fire, flooding, theft or other physical damage.
Are document scanning services secure?
Professional scanning services should use defined security procedures for document handling, digitization, storage and disposal. Bishop Business says its scanning team follows strict security protocols and has handled sensitive government, healthcare, financial, employee and criminal-justice records.
What happens to the original documents after scanning?
Depending on the organization’s requirements, original documents can be returned after scanning or securely destroyed once the digital records have been verified. Bishop Business offers both return and secure shredding options.
What comes after document scanning?
Scanning is often the first step. Once records are digital, organizations can use enterprise content management and workflow automation to route documents, track processes, improve collaboration and reduce repetitive manual work.