I am addicted to paper. Say it out loud. I am addicted to paper. Look around and you will find it everywhere. Invoices in the mail from your vendors, thank you notes from your customers, menus for local restaurants, and the daily newspaper. Oh wait, that may not describe the paper you surround yourself with anymore. It might look like emailed invoices from your vendors, thank you emails from your customers, electronic menus from your favorite restaurants, and the news app on your smartphone. The way we receive information is changing. The way you store your documents should change, too.
Let’s suggest that you aren’t addicted to paper. Maybe you want to get away from paper, just so that your office doesn’t look like a scene from the TV show “Hoarders.” Before you get serious about document scanning and digital storage of your business documents, you should be aware of some obstacles of “going paperless.
Your office would look funny with so much open space
There’s nothing like the look and feel of an “office” without desks, drawers and filing cabinets. Filing cabinets are the meat of your office, right? They are holding all of your precious documents, after all.
At Scan123, we have helped nearly 1,000 companies reclaim their office space. Do you need to increase floor space for inventory, sales staff, or a bigger office for yourself? Eliminating your paper filing cabinets can help you reclaim this space for whatever your business needs are. We have worked with companies who were buried under piles and piles of paper, began scanning their documents and have felt the relief of scanning by having a more organized office.
Where are you storing your business files for last year? If you are lucky enough to have on-site storage for last year’s files, maybe you could expand your business more than you think: a new BDC office or maybe even lease out the extra space? If you are using an outside vendor to store your files, you will reap the benefits of digital storage. No more costly storage fees or long trips to gather files.
You like spending time by the water cooler when retrieving and re-filing documents
Do you have that one employee who has maximized the amount of time it takes to complete the simple task of pulling a customer file? The employee who you are never sure when their break has started/ended because they always seem to be away from their desk. You are spending more money on filing, retrieving, and re-filing documents than you may have considered. With Scan123, document retrieval becomes the click of a button instead of minutes spent at the filing cabinet searching for the file. Did you put the file in the wrong cabinet online? That’s easily resolved by the click of a button. Do you need to share the document with your supervisor? Email files directly from Scan123 to quickly share and collaborate with your team. Scanning and storing your documents digitally removes the headache of employees finding their way to their favorite coworker’s desk on the way to the filing cabinets, bringing back efficiency to both of your workers. And let’s not get started on how many hours they would be gone for a field trip to the outside storage facility.
You wouldn’t be able to tell the ______ department you can’t find the file
Have you ever told someone that you didn’t have the file or couldn’t find the file just because? Okay maybe you don’t do this to your coworkers, but you might have suspicions that they are doing it to you. Or possibly that coworker won’t tell you where it is, but later saves the day when they have recovered the desired file and presented it to your boss for a show of approval.
Lost files are essentially the worst scenario in the world of records retention. Yes, you can reproduce an invoice or sales receipt. But without the customer’s signature, that sales receipt, contract, or agreement is no longer executed. Have you ever attempted to defend your business against a lawsuit or employment claim without documentation? You have essentially lost, due to lack of proof.
Scanning and storing your documents digitally is investing in risk prevention for your business. Files won’t be lost. If they are misfiled, you still have search capabilities to recover and then refile your misfiled documents. Coworker disputes won’t be eliminated, but work will not halt for the missing file. And the best of all, your important files regarding the lawsuit or employment claim will be at your fingertips.
Job Security For The IT Department
Maybe you are trying to go paperless, you are scanning some documents and saving them on your shared network only to have trouble retrieving them when you need them. You are only a phone call away to the IT department. Twenty minutes later you are still on the phone, you have determined that your computer is on and the internet is connected. But alas your files are still inaccessible. Luckily for you, the IT department is cashing in on your dilema and the need for them to fix it.
Let’s not give the IT department a bad name. They do keep your computers on and the internet connected. They are also responsible for maintaining your company’s website, network running and backed up, hackers at bay and answering your many phone calls.
When you scan and store your documents with Scan123, we give time back into your day as well as the IT staff. Scan123 encrypts your documents when sending/retrieving and storing your documents in the cloud with Military grade 256-bit encryption. Once your documents are sent to the cloud, they are continually backed up on a network of geo-redundant servers. This means that even if the “next big earthquake” strikes the west coast, your files are still safe in the cloud.
You wouldn’t get your money’s worth with the auditor
Have you ever had an auditor spend hours or days at your office reviewing files? Do you ever feel like you should take longer to pull the files so they stay longer and keep you company get to know everyone in the office? We know, they are really the life of the party, or the life of your conference room.
Let’s get something straight. Have you ever been through an audit? Yeah, we didn’t think so.
Yes, while auditors do discover compliance issues within your business workflow, the auditing process can be stressful. Ideally, you have met their requests for file collection, and have dotted your i’s and crossed your t’s with each file that is reviewed. And if you haven’t passed the audit with flying colors you may get asked to provide more files. Or a few more. Let’s hope not.
When your documents are stored digitally, quickly retrieve several files for your auditor within minutes. Since you store last year’s documents digitally as well, those files are just as easy to download and either create an auditor cabinet in Scan123, email to the auditor from Scan123, or save to a USB flash drive and send the auditor to the conference room with a cup of coffee. With efficient file collection, your time interrupted by the auditor is significantly reduced, allowing time for business activities to resume.
Your entire office won’t have access to the garnishment that was just served
Are you on the edge of your seat waiting for the next judgement to stroll in? You can’t wait to find out who hasn’t been paying their medical bills or child support and tell your coworker two seats down. The payroll lady glares at you every time she walks by, but you don’t mind.
Unfortunately, there is probably some drama at your office. Nosy employees can make private documents difficult to secure. Keep your documents behind lock-and-key in Scan123 where you are always in control with who has access to your employee and payroll files. Locking cabinets allows you to grant/deny access to certain users. With total control, your documents are always accessible by those who need them and out of reach for those who don’t.
You won’t be able to hold more meetings to discuss financial or sales reports
You just finished the latest financial reports, discussion of your difficult customer, or noticed that snacks are in the breakroom. What’s the first thing you should do? Have a meeting, of course. Pull 30-40 documents in the sales file, print out a few copies for the team and setup a meeting with the sales manager. Everyone loves a good meeting.
Reduce meetings and share documents seamlessly by scanning and storing your documents digitally. Your time is important. Quickly email files from Scan123 for your team to review. Grant access to specific cabinets and let managers download files when it’s convenient for them. Meetings can disrupt the workflow in your office. Reduce interruptions and increase efficiency by sharing your documents digitally.
You really hate email
Vendors keep sending you invoices through email after you continually ask for them to print and mail them. You love receiving mail, sending mail, licking envelopes. Everytime you receive an email from your coworker you find yourself printing it and walking it over to your coworker to discuss. How could they be so insensitive to not just speak to you in person?
As your business moves towards a paperless office, you will find more and more ways to reduce paper, view and store documents digitally. You will request invoices to be emailed, opt in for paperless statements and learn to communicate effectively through email. Choose efficiency by scanning and storing your documents digitally with all of your documents at your fingertips.
You wouldn’t be able to start fresh after the next tropical storm comes through
You’ve been holding onto paper files in filing cabinets for years. Have you gotten bored looking at the tan filing cabinets consuming your office? Each year you have to arrange for a moving company to pick up and deliver all of your paper files for long-term storage. Wouldn’t it be nice for a hurricane or flood to pick up those cabinets and clear out your office?
You probably find more value in your documents than to let them drift away in the nearby river. Prepare your business for natural disaster prevention by securing your important documents. When using Scan123, if a natural disaster strikes your city, your documents are available to view/share on your computer or mobile device, wherever you are. While your insurance company is rebuilding your business on the outside, you will never miss a document by storing your files in the cloud.
You really like to hold paper
When you receive an invoice from a vendor, have you ever wondered where it’s been? The invoice smells a hint of coffee, you can see the stain across the lower half of the invoice. There are rolling-chair marks across it as well. This leaves your paper document with an antiquing effect, desirable to some.
The antiquing process of paper documents in your business is a sign of inefficiency. The invoice has traveled between one or more individuals, passing through multiple hands before reaching your desk. After you process the invoice for payment you still need to print the check on the 10th before you can file it away. Once the check and invoice are scanned into digital documents, you will still be able to decipher the coffee stain and chair marks. It will be as if you were still holding the original document in your hands.
We like paper. But we love efficiency and accessibility more than we love holding onto paper. Let Scan123 help your business thrive in a paperless environment.
We understand that going paperless is hard. It requires you to open your files on the computer instead of a paper file. You already have several filing cabinets lining your office walls, how can you get away from paper?
Here’s our 3 Tips to Get Started:
- Start Small.
- Start scanning in one department in your business, starting with this month. Monthly Financial Reports. Car Deals. Service Records.
- Build scanning into your workflow to reduce the stress of a new process.
- Scan your financial reports once you are finished processing, then review online.
- After you have reviewed your documents online, shred.
- Scan last month’s records (and then the rest of the year) and reclaim your office space.
- After you have grown comfortable with scanning, reviewing your documents, and shredding, expand by scanning the rest of the year’s worth of documents.
- Once you experience the benefits of scanning and storing your documents digitally, you won’t want to stop with just one department.