Document Scanning to Cut Clutter and Improve Productivity


Published on

Organizing and managing your paper documents can contribute immensely to workplace efficiency and productivity.

Published in: Business
  • Be the first to comment

  • Be the first to like this

Document Scanning to Cut Clutter and Improve Productivity

  1. 1. Document Scanning to Cut Clutter and Improve Productivity Head of a law firm in Hawaii, Mr. Robert Wise was overburdened with paper documents relating to various lawsuits. He and his team had to spend hours filing. What’s more they often found it difficult to locate a file, which hindered work and wasted time which could have been spent more productively on core activities such as studying their case and developing strategies to win them. If you have a small home-based office, improving efficiency in the way you manage your files is not as difficult as you think. You would just have to be more organized and systematic. Do a weekly review of your paper files. Clean up, throw out, prioritize, and plan. Then categorize new tasks to do. Locate papers that have to be filed and file them, separating them from papers to recycle. Managing your documents this way can reduce clutter and give you a clear picture of what you should do the week ahead. But for a busy legal professional like Mr. Wise these tips would work, but only to a limited extent. The right solution to managing his voluminous documentation would be document scanning and conversion into digital formats that can be conveniently stored on a computer. Fortunately, Mr. Wise managed to find a reliable document scanning company to help him cut clutter in his office. This proved to be the right solution. Let’s see why. Increased Productivity with Data Scanning Services Documents are the starting point for many business processes and any delay in timely access would affect the overall productivity any firm. Overload of files, disorganization, and information mismanagement are some of the common obstacles that firms relying on paper-based documentation face. According to the studies conducted by National Association of Professional Organizers, paper clutter is the foremost issue faced by many businesses. Clutter stands in the way of productivity and profitability. By opting for professional document scanning services, Mr. Wise got all his paperbased documents converted to digital format. The document scanning company helped scan and organize employee records, microfiche and microfilm, aperture cards, charts, and other legal files. Mr. Wise got all his soft and hard copy
  2. 2. documents, electronic word processor/spreadsheet documents and raster images converted into intelligent vector forms. The company also provided him with a proper document management system. The scanned documents were saved to a database which his employees could use. The All folders were labeled appropriately, arranged in chronological order and the files alphabetized. The new database allowed easy tracking of files as the software used offered for full queries by indexing with a built-in viewer. Many Business Benefits Things are now more organized in Mr. Wise’s office. Here are the many business benefits that came his way with these professional document scanning and conversion solutions:  Time savings in managing day-to-day workload  More time for core legal tasks  Easy access to files with everything stored in an organized manner on the office computers  Speedier workflow with ease of data access  Easy inputting of new data and documents  Better collaboration among employees with access to shared data  Reduced costs of handling, storing and copying paper documents  Elimination of data redundancy  Need for less physical storage space  Improved customer service with more efficient document management  Overall cost savings of 30-40% Businesses that can manage their paper-based documents are better positioned to meet the challenges of competition. So make a plan to get organized, cut clutter, and see your productivity and efficiency soar.