A paperless office that utilizes document scanning and storage isn’t quite the norm as of yet, and many may still harbor unnecessary qualms about pricing and transition. Dumping the metal filing cabinets and clunky printers in favor of cloud storage and scanning services has many benefits, including improved cost savings and efficiency. Here are some additional benefits to help you rethink the way your office does business:
· Ink: You can live without it. Believe it or not, ink is one of your most (if not the most) pricey of office items. According to Techopedia, a gallon of plain black ink cost approximately $3,330 in 2013. Therefore, anything printed out is costing your businesses more than any other office resource. Savings on ink alone, not to mention saving on paper and assisting the environment, might be enough for a business owner to convert to online document storage and scanning services.
· Transition to paperless is easy. Average-sized businesses can pay off expenses related to a transition to paperless e-document storage in weeks or months. If outsourced, a company can avoid the costs of training employees on document scanning and purchasing hardware. Scantronix, a full-service document scanning and online document storage service, helps businesses of all sizes plan out their transition to paperless and maintain storage systems that can be accessed anywhere with an internet connection.
· Online security trumps on-site security. Many may be concerned the most about online storage security. Just how safe is paperless data? What if that data is compromised by cloud storage hacking, which became an issue recently regarding Apple products and photos. Also, what if the cloud service being used disappears? Some are concerned about remote servers that they have no control over.
Online storage allows each document to be tracked. Certain viewing privileges can be assigned to individual documents. Besides, on-site storage may not be as secure as you think. Their mere physical presence alone poses problems. Theft is always a possibility. And natural disasters have contributed to major headaches for small businesses and companies alike. Online security is far superior to the door and cabinet locks that may be in place for your physical documents.
Going paperless can be a nerve-wracking process for those in paper-rich industries. The best first step is to call an e-document specialist like Scantronix to discuss your concerns. You can test out document scanning with five to 10 boxes to see how your office likes the process. Learning and adapting to an online document storage system will be facilitated by Scantronix. To learn more, call (212) 400-6484 or (718) 253-8787, or visit our website.