Scanning Vs Storage

In todays ever changing world the requirement for compliance amongst so many of our industries means you have an even greater responsibility to ensure the quality, integrity and access to business critical records right across the board from Finance to Quality, HR and EH & S to name but a few.

Storage of records for long periods brings with it a number of challenges and concerns not least of all the ability to retrieve data in a timely manner coupled with the need to ensure no degradation of originals occurs thereby making them useless and unrecoverable.

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Once a box starts to degrade the effect on the paper records it holds can be catastrophic and may not be easily visible in a huge warehouse environment where the doors are opened and closed on a regular basis allowing in all manner of dust, dirt and those horrid little critters which eat away at the boxes quietly likely a deadly assassin.

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Storage costs quickly escalate and continue to grow over many years, the delay and cost in retrieving and reinserting a box into storage is often an expense not considered at the outset, but the biggest drawback will always be the final exit fees to move or destroy records once they have reached their retention date or to ensure best market value for your business.

The use of electronic images carries its own concerns, however, with electronic storage space now becoming so much more cost effective, the ability to back up over multiple locations is ensuring business continuity and disaster recovery requirements are met and the ability to hold additional back-ups on disks/hard drives/memory sticks gives any organisation the peace of mind needed in today’s compliance led world.

Further benefits of scanning instead of storing documents

Improve Customer Service

Most business spend vast amounts of time looking through hardcopy paperwork when customers require further information. Once the documents are scanned and OCRed (optical character recognition) finding information is so much more quicker, it doesn’t matter how the information is filed the full text search will find what you are looking for in a seconds .

More Office Space

Scanning your documents will transform your office environment reducing the number of filing cabinets. The space filing cabinets are taking up can be reclaimed and used for more profitable core business. Not having to move to larger premises will be a massive cost savings on rent and rates

Better Data Security

Scanned documents can be secured with the latest encryption, password protected, backed up automatically off site or in the cloud. Asses levels can be ascended to scanning folders and images even down to page level

Off site working

Documents that have been scanned can be placed in secure areas for the relevant staff to have asses to them whether they happen to be working from home, another office or site or at a customer or client

Environment considerations

Having an office with less paper means a more efficient office with cheaper running costs and using less energy. There will be significant financial savings and a reduction in your carbon footprint

Document Management and Scanning

At UK Document Management we find these are some of the main savings our customers tell us once we have successfully completed the scanning and reduced the hardcopy paper within their office environment

Please contact us to speak with one of our experienced consultants to see how we can help your organisation.

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