Storing and organizing physical files and documents can be a great waste of company resources. With the amount of technology available in today’s society, paying for file cabinets is an unneeded expense. File cabinets can take up a lot of space and store disorganized documents, making it difficult for employees to find, use, and store documents. Additionally, companies have to hire employees to file all day when they could be spending their day on other, more important, tasks. When all of these factors are added together, the cost of having file cabinets is a greater than filing electronically.
Here are three reasons why you should to choose to scan documents for your company:
The File Cabinet
A standard file cabinet has five drawers and can take up to 15 square feet of space because of the people who have to stand in front the cabinet and file the documents.Office real estate tends to be extremely expensive. In fact, it can cost thousands of dollars in space alone and take up around 15 percent of an average-sized office.
The Document
Along with the money it costs to have a file cabinet in an office, the amount of money it costs to buy and print documents can really add up. The average office uses 10,000 pieces of paper per year which ends up costing the business around 100 dollars per year. The amount of money a company spends on purchasing the physical documents is only approximately 10 percent of the expenses that occur, and, for every document that is made another six dollars is spent per document on filing, storing, and finding.
The Filer
One of the most expensive parts of having file cabinets is having someone file documents. In fact, the United States spends around 8 billion dollars per year in handling documents. Along with this, employees will have to re-create documents if they cannot find the document they’re looking for. It costs an estimated 120 dollars in searching for a missing documents and another 220 dollars in re-creating the document. According to the IDC, this can cost United States companies up to 3.5 million dollars per year.
The Solution
With all of the high costs of filing documents there only seems to be one easy solution to the problem: document scanning. Document scanning is affordable, easy, and quick. With document scanning, companies can get all of their documents put onto one file, uploaded to the computer, and organized quickly and effectively.
To learn more about the quick solution to saving money on filing documents click here.