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Five Reasons Every Business Should Be Scanning Their Documents

by Bruce Lawson

The world has become inundated with paper. People receive numerous pieces of mail daily. Businesses are drowning in "paperwork." It's like a chess game trying to figure out what to do with all of it, trying to discern what needs to be kept and what needs to be shredded and what needs to go in the recycling heap.

Considering people have been relying on computers to conduct business for at least 20 years now, the answer to handling all this paper is surprising simple: convert the paper you need into digital images. Here are the top five benefits of making the switch to document scanning.

You'll Save Space

Filing away papers takes up a lot of room. For the average business, keeping hard copies of all the paper that is produced each day uses up a lot of their real estate — real estate that is expensive. Who wants a room full of file cabinets? You can store tens of thousands of documents without taking up any of your valuable office space. This will also save you money.

You'll Save Time

Having to physically retrieve a needed document from the bank of basement file cabinets takes real time. When your documents are scanned to the cloud, a few clicks of the mouse is all it takes to find what you are looking for.

You'll Protect Sensitive Information

When a business stores physical customer records and important business documents, you run the risk of sensitive information getting into the wrong hands. After all, breaching the "security" of a file cabinet isn't that difficult.

Scanned documents with sensitive information can be encrypted. They can be password protected. They can be set to allow only those with the necessary permissions to access them. They can be safely stored in the cloud without having to worry about just anyone using the information contained within.

You'll Facilitate Collaboration

Hard copies make it more difficult to share information with others who need it. When documents are scanned, those who need to access it can easily and quickly do so. Team members can also work together from anywhere in the world to edit a document if need be.

You'll Protect Your Documents From Disaster

Paper documents don't stand a chance against fires and flooding. Even a mishap with the sprinkler system in the wrong room puts your valuable information at risk. Additionally, paper doesn't last forever. The older it gets and the more it is handled, the more faded and fragile it becomes. When your papers are scanned, digitized, and sent to the cloud, you know they are safe. Talk to a company like Indigital Inc to learn more.