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Why a Business Should Archive Documents

May 8, 2018

Most businesses in the UK are looking to transition towards a paperless environment so they can boost their ‘green’ credentials and also to assist employees in maximising their working potential with the aid of smooth and efficient document management systems. Scanning original documents and archiving them offers a wide range of benefits to businesses, helping the daily processes.

A worker can scan and upload a document of any type. For example; a handwritten note, or an official document that has been typed can both be scanned to create a digital copy that can be accessed on the company system immediately. The digital version will offer not only flexibility, but also speeds up the working process, whilst the original copy, can be sent to archive for future retrieval when required.

Scanning original documents for digital use and then archiving them does have a number of benefits.

Speed Up Daily Work Processes – In the modern world everything is needed yesterday and with the scanning and archiving of documents you can have access to an electronic version of the document you need, within seconds. It allows a business to integrate information within specific systems, creating a new culture for a company in terms of electronic documentation.

Shred and Recycle Paper Waste – Free up plenty of space in your workplace by archiving old documents and utilising the area for more profitable work roles instead. You’ll also be improving your company reputation as one that is careful about its carbon footprint and cares about the environmental impact of working practices.

Raise Levels of Customer Service – The faster you team can work through processes, the faster they can respond to client questions or complete tasks designed to serve your customers. Access to digital documents provides the framework to do just that, helping your staff to create long-lasting relationships with customers across the board.

Once you have started a culture of scanning any new documentation and creating a digital copy of it immediately for us on a document management system, you can begin to archive old physical documents. A trustworthy document management company can work with you to put together a long-term evaluation of your physical documents in order to archive those that are essential, placing them into secure physical storage at a location close to your work premises. That way, you can adhere to data protection policy by securely storing potentially sensitive information as long as it is relevant to your business, without risking damaging it or losing it to theft.

Working back through documents since the company was started might take a long time, and cost too much to complete in one hit, Flexibility should be the key when choosing which company to work with, so speak to companies that offer document scanning and archiving in batches. That way you can have peace of mind that your old documents will eventually be scanned and archived, without it putting pressure on the current finances and working practices of the company.

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