While document scanning services and document management software have proven to be a powerful way for companies to better manage their documents, many organizations are still inundated with paper and haven’t embraced a paperless solution. Why? Negative perceptions and fear may hold them back, but these feelings are more myth than reality.
Fear of Being Overwhelmed
For those whose documents take up a significant amount of space because they’ve added up so much over the years, it may seem too complex of a project for anyone to take on. They feel they won’t have the time to deal with it and/or they don’t even know where to start.
A quality document scanning provider will break down a large project into organized groups of smaller tasks and can handle the heavy lifting (both literally and figuratively), such as coming onsite, packing large volumes of documents into boxes and transporting them to their scanning facility. In doing the prepping, scanning and indexing, your provider is really doing all the work so you can focus on utilizing the resulting electronic document images to improve efficiency and streamline business workflows. Many organizations start small, in one department or on one project, then expand to other departments when “quick wins” are realized.
Fear of Cost
Many people think document scanning services and document management software are too expensive.
When it comes to cost, it’s important to remember that document scanning removes a much larger expense: office space. Storing thousands of documents in filing cabinets and bankers boxes takes up valuable real estate, sometimes entire rooms or floors. In this way, a portion of your rent is really dedicated to storing an increasing amount of paper documents in space that could be used to generate revenues, enhance customer service or increase efficiency.
Other cost reductions include:
- Ability to manage and process more documents with less people, in less time
- Avoidance of non-compliance fees with document management software
- Elimination of box storage and retrieval fees
Fear of the Unknown
When a system has been in place for years, people often get comfortable with it and struggle to adjust, especially if the changes are perceived as significant.
Experienced document scanning companies will simplify the transition – they’ll make sure your document management software is implemented correctly and your team has been trained properly so they are comfortable with a new system and are able to experience work with it right away. When doing your research to find the right scanning partner, we recommend you look for an experienced provider with certifications such as HIPAA training, that they are top resellers of the software they are implementing and they are highly ranked by the Better Business Bureau, all hallmarks of a top quality provider – and remember to ask for references.
Fear of Technology
Many people are unfamiliar with technology, which makes them uncomfortable with letting go of their current paper-based solution.
Document management software technology is very easy to use, even for novices. Windows-like user interfaces make the software easy to learn and being able to search and retrieve electronic documents within your accounting/ERP software is often embedded and available at the click of a button, so you can continue to work in the software you are familiar with. Quality document scanning providers will offer training and 24/7 support to help you through any rough patches.
The Document Scanning Reality: Easier than You Think
While many myths persist, the reality of document scanning offers a much more compelling scenario: it’s much easier and cost-effective than you think, allows you to reclaim valuable office space and is often the first step to streamlining business processes.