4 Reasons Why Your Business Should Start Hosting Documents Electronically

Cloud scanner

Cloud technology has allowed businesses to scan, host and transfer documents rather easily through the use of digital filing systems such as “scan to cloud” methods. Despite the benefits involved with this technology, a recent survey of 882 companies, released in February by the content management association AIIM, found that the majority of businesses still believe paper documents are needed for legal reasons. It’s tough to understand why the majority of these businesses prefer paper documents over electronic records. Especially considering that digital filing systems have far more benefits than paper documents.

Perhaps, these businesses just prefer to stay with the method they know works. Hey, if it ain’t broken, don’t fix it, right? However, perhaps these businesses just lack the understanding or education regarding how beneficial electronically scanned and hosted documents can be. In which case, here are a few reasons why your business should consider filing your documents digitally.

1. Maintaining records and documents electronically requires fewer workers to be on-site in order to organize, store and access information, which could potentially reduce overhead costs for small businesses. The Wall Street Journal found that the average business worker in the United States loses 1.5 hrs per day, or 40 hours a year, in lost productivity including searching for lost and misplaced items from messy desks and files. Storing documents and records electronically is a more organized method, allowing a worker to easily search and access information, in just a few seconds.

2. According to the Datapro/Gartner Group, 25% of enterprise paper documents are misplaced and will never be located. Storing information electronically will almost never result in the loss of documents for all eternity. Even if something were to happen to the server hosting your information, most digital filing systems use backup servers in case of an emergency.

3. The methods of scanning documents to host electronically are simple, and seemingly endless. Multiple portable scanners allow for wireless scanning. From portable laptop scanners, to smartphone and other mobile device scanners. A user can quickly scan and transfer information electronically in just a few seconds. Even scanners for business cards exist. There are two types of business card scanners, those that take an electronic snapshot of the card, and those that capture and arrange the information contained on the card.

4. Finally, hosting documents electronically saves space and is more friendly to the environment. The days of needing extra space for large filing cabinets are gone. Today, using cloud technology, businesses can save room by hosting information electronically, and by using less paper, save the environment as well. Helpful research also found here: www.neat.com

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