Speaking as customer, there is nothing worse than walking into a cramped, cluttered office and having to wait forever for someone to find what I came for. It also goes the other way – watching someone become annoyed as I search for a document is nerve-wracking…and a little embarrassing. Quick access to the files you need can mean the difference between a satisfied customer and an ex-customer.
In previous posts, I went over the definition of document scanning and why managing scanned and digital documents is important. Then, I started counting down some of the most important benefits that you can expect to see. Some of those benefits included added security, lower costs, and easy searches. In this post, we’re finishing off the list.
Document imaging can be used to send faxes by email or over the internet. There are a number of services that allow you to send and receive faxes online. When a customer or client sends a fax, you simply receive a PDF document. Documents you send can be read and then stored in the receivers own digital archives without need for a paper copy.
Digital document can be effective for questionnaires, feedback reports, and tests. You can send the file electronically and wait for the recipient to complete it and send it back to you. No need to wait on mail time.
The time you’ll save by not having to physically search for a document depends on how much your office initiates searches. If recalling records is a daily process, digital imaging can be a game changer. Doctors’ offices can bring up post-treatment notes quickly to give better treatment. Non-profits can open and track cases quickly and painlessly. Government offices can track and bundle forms to better serve their community. Lawyers are better able to reference notes on a case and search for precedence. The list of possibilities are endless.
How much time would you save by digitizing your documents? Consider the amount of time you spend filing, let alone trying to find the document again. That time could be cut to a matter of minutes -simply click to open folders or search by keyword to bring up the document.
Some offices, especially document heavy offices, are wrought with storage. Eliminating storage space by condensing documents to digital form allows you to create a more customer friendly environment. It also gives those working in the office extra space to add more work stations and other amenities. What office doesn’t need another coffee station?
Storing digital copies takes up far less space than extensive paper archives. Many times, all of your documents can be stored on a network server.
The benefits of digital imaging can help to streamline many office activities. The reduction you’ll see in paper clutter, wasted space – and time – is enough to make anybody working in those conditions sigh with relief. If you would like to learn more about what document scanning can do for you, click here.
How would document scanning make your office more productive? Have you ever used a document scanning service? What was the experience like? Tell us about it in the comments!
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