How Document Scanning Services Benefit Your Business
As business professionals, we understand the critical importance of efficiency, compliance, and customer satisfaction in driving success. With the benefits that scanning as a service offers, your business becomes empowered to achieve compliance goals, enhance productivity, and boost customer satisfaction.
By eliminating the need for manual document retrieval, you reduce time spent searching for important information. By leveraging scanning services, you reclaim this lost productivity and enable your employees to focus on providing exceptional service to your customers.
What Is Scanning as a Service?
Document scanning converts physical documents (paper, microfilm) into digital formats (PDFs, TIFFs). Specialized equipment and software are used to scan, index, and store documents, making information more accessible and manageable for organizations.
Scanning as a Service allows businesses and individuals to outsource the entire scanning process to a third-party provider, eliminating the need for expensive equipment, dedicated facilities, or hiring personnel. The service provider handles document collection, preparation, scanning, indexing, and quality control.
The True Cost Of Paper
Each four-drawer filing cabinet holds an average of 10,000 – 12,000 documents, takes up nine square feet, and costs $1,500/year.
Each misfiled document costs $125 and each lost document costs $350-$700.
More than 70% of today’s businesses would fail within 3-weeks if they suffered a catastrophic loss of paper-based records due to a flood or fire.
Source: AIIM, Forrester, Star Sec., U.S. Dept. Labor
Banish Paper Clutter and Storage Woes
Traditional filing systems often lead to cluttered offices and the need for extensive physical storage space. By converting physical documents into digital files, you free up valuable office space and create a cleaner, more organized work environment.
Cost Reduction and Error Elimination
Manual data entry and indexing are error-prone and time-consuming processes. Document scanning services eliminate these errors by automating data capture.
Leveraging Optical Character Recognition (OCR) technology, data can be accurately extracted from scanned documents, reducing the chances of mistakes associated with manual data entry.
Scalability and Flexibility
Document scanning services offer scalability and flexibility to accommodate your evolving business needs.
No need for upfront investments in equipment, infrastructure, and personnel, the experts at Waltz can tailor solutions to match your requirements.
Backfile Scanning: Unlocking the Power of Legacy Records
Many organizations face the challenge of managing archived documents that are stored in remote locations or outdated systems. This can lead to lost productivity and hinder the efficient retrieval of crucial information. Backfile scanning services provide a solution by rapidly digitizing and transferring all your inactive records, documents, and unstructured content into a secure Cloud Content Management System. With all your back files readily accessible, you gain a comprehensive and easily navigable archive of information that can be leveraged for informed decision-making.
Safeguarding Your Company’s Valuable Assets:
Information is the lifeblood of any business. Scanning your documents proactively safeguards your company’s most valuable assets. With ongoing or one-time scanning projects, you can ensure that your digital archives are up-to-date and easily searchable, empowering your organization to make data-driven decisions quickly and efficiently.
Whether you choose to collaborate with our experts on-site or entrust us with your scanning project in our secure facility, we guarantee the utmost compliance and confidentiality.
Are You Ready For Your Company’s Digital Transformation?
Contact Us today to speak to our experts. Waltz Business Solutions will custom fit a solution to your document scanning needs with a free assessment.
Achieve More With Integrated Solutions
Enhanced Document Control and Security:
Reduce the risk of document loss and unauthorized access with advanced security features and user access controls.
Instant Document Retrieval:
Enable instant retrieval of files through powerful search functionalities.
With robust access controls, audit trails, and encryption mechanisms, you can mitigate the risk of non-compliance penalties, legal issues, and reputational damage.
Disaster Recovery and Business Continuity:
Implement a reliable disaster recovery strategy by creating digital archives of your critical records.
Maximizing ROI with Scanning as a Service
Implementing document scanning services not only improves efficiency and productivity but also delivers a significant return on investment (ROI) for your business. Here are the key areas where document scanning generates tangible financial benefits:
By transitioning to digital files, you can repurpose valuable office space for revenue-generating activities. Additionally, the costs of printing, copying, and distributing paper documents can be reduced or eliminated, resulting in substantial savings over time.
The time-saving benefits of document scanning directly translate into cost savings. The hours previously spent on manual document handling can now be redirected towards strategic initiatives and customer-centric activities, boosting overall productivity.
Improve Efficiency and Accuracy:
Automated data capture through OCR technology significantly reduces errors associated with manual data entry. This not only enhances the accuracy of information but also saves time spent on error correction and rework.
Improve Customer Service and Satisfaction:
Quick and efficient access to customer-related information is crucial for delivering exceptional service. With document scanning services, customer records, contracts, and other relevant documents can be retrieved instantly, enabling faster response times and personalized interactions.
Scanning as a Service @ Waltz Business Solutions
At Waltz, we see our clients gain huge savings, both in real dollars as well as reclaiming square footage and productivity with their scanning projects.
Ready to make the digital transformation for your company? Contact a Scanning Expert today for a free assessment and see what Waltz can do for you!
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