March 2014

There’s not much merit in hanging on to old paper documents these days – they take up far too much room, degrade, go missing too easily and are a fire hazard.

Plus, only one person can have them at once.

So, let’s not lament the demise of paper documents for too long, and marvel instead at the veritable feast of benefits of replacing old documents with electronic archives.

With electronic document scanning technology we can scan, save and share documents at will, and by imposing strict protocols can file them away in an orderly fashion.

Think electronic document management may not be appropriate for your business?

There aren’t many businesses that wouldn’t benefit from the electronic document revolution. Technology has come a long way, so it doesn’t matter if your business deals with papers of all sizes, shapes and weights.

If you have oversized documents, charts, maps, plans, photos or illustrations there’s no need to worry. Today’s scanners are capable of transferring ‘awkward’ documents into electronic format. Even if you have a pile of different size and thickness of paper such as a bunch of receipts, or your original is mounted on card, it’s still possible.

Worried about the volumes of archived papers you’d need to convert? The document scanning bureau service at Click2 Scan is here to help you move your correspondence into the digital age, and with sophisticated Optical Character Recognition technology the process of transformation will be quicker and easier than you might think.

Your business will benefit from streamlined workflows, reduced administrative tasks and immense savings on the time it takes your staff to complete tasks.

If you’re a solicitor, architect, accountant, designer, medical practitioner or IT specialist, there are some far reaching benefits to electronic document management too and we’d be pleased to explain these to you.

Do the courts accept electronic documents for legal purposes? This is a question we are often asked, however the courts routinely accept printed/scanned copies of documents, provided the integrity of such documents can be demonstrated to the court’s satisfaction in accordance with the Civil Evidence Act 1995. It’s advisable to put a document management protocol in place that will meet the requirements of the court. We can help with that here at Click2Scan.

Is there a downside to document scanning?

We’ve yet to find one! But it is important to install the right system for your organisation, and set the correct processes and security features to manage the flow of information. With filing and distribution protocols correctly in place the potential to streamline workflow is huge, bringing with it improved customer service, higher productivity and reduced overheads.

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