Not only large businesses can benefit from the large business policy of adopting an efficient document management system.
1. Viewing documents at the PC without the need to visit the filing cabinet.
2. It is virtually impossible to lose or misfile documents with an electronic document scanning system, something which cannot be said of physical filing.
3. Security of sensitive documents e.g. HR files, can be limited to \”need to know\” basis only by issueing passwords to the relevant parties.
4. You do NOT need to show Her Majesty\’s Revenue & Customs the originals of any documents. They are quite happy to view electronic copies.
5. The ability for multiple users to view documents at the same time. e.g. sharing access to electronically scanned invoices with your accountant or bookkeeper.
6. More space efficient. Storing documents electronically frees up valuable office space that would otherwise be taken by filing cabinets.
7. A basic system can be purchased for a few hundred pounds making adoption of document scanning a very cost effective solution.
8. Expandable and scalable system to cope with growth.
9. More time efficient as physical files take time to produce whereas document scanning can be done at each users desk or at a central scanning point.
10. Far more productive. Gartner estimate that a 45% saving in paper handling times is achievable by implementing a document scanning & management system.
With so many variations of document scanning and management to consider it is highly recommended that you choose your supplier carefully and take out references and ask for testimonials.
The choices are mind boggling for those with no experience or knowledge of document scanning or document management and I would recommend doing some research to establish the credentials of a truly independent document management expert, either locally or nationally Ask for testimonials and obtain 2 or 3 different quotations/proposals.Don\’t deal with a provider who only carries one range of hardware or software, they may be independent but a choice of one is no choice at all. As a rule of thumb find a supplier who is an authorised reseller of at least 3 recognised scanner brands and at least 2 software offerings.
When talking to the supplier explain clearly what documents you wish to manage and think carefully about the information you need to extract from the page. For example, you may want to cross refer an invoice with a delivery note either by date order or by customer name or order number. This process is called indexing and every business has different requirements.
Before choosing your supplier do some intense due diligence to safeguard against expensive purchasing mistakes. Ask them for written undertakings of software updates or licenses and establish that these will be provided either free of charge or at pre-arranged cost effective pricing levels.
Finally, don\’t get drawn into long contracts, there is no need for this and any business who asks to tie you in to a year long contract or 6 month cancellation clause have no faith in their ability to keep you consistently happy.
Thanks for reading and I hope this basic guide to document scanning and document management has been useful.