Does your business have a significant amount of documents? Maybe you need to retain old statements, contracts, or client files. Physical documents are a common inventory item in businesses like law firms and medical practices, but they can be necessary for a wide range of other industries. You probably know how burdensome it is to secure and preserve those old documents. It can be even more challenging to search them for a precise document.
Fortunately, you can use a document conversion service to eliminate your document burden. A document conversion service uses technology to convert your documents into digital format. This usually involves high-powered scanning, but there could also be manual entry involved, depending on your document types. Below are a few ways in which document conversion can help you improve your efficiency and save money:
1. Reduces your need for space. Perhaps the biggest benefit to document conversion is it frees up much-needed space. Right now, you may be paying for valuable square footage to store your documents. Once the documents are scanned and secure, you can destroy the physical copies. That eliminates your need to store the documents onsite. No more boxes of documents in a closet or on warehouse shelves. In fact, with the documents gone, you may even be able to add office space or downsize to a smaller location.
2. Eliminates wasted time. Do you and your staff ever need to search for specific documents? Is it an organized process? Or a search for a needle in a haystack? In even the most organized business, a search for a specific document can be time-consuming. You may have to walk to the storage area, pull filing boxes from shelves, and then sift through until you find the right record. After you complete a document conversion, that process is eliminated. You can find the specific document with just a few clicks on the mouse. That saves valuable time for you and your staff, so you can focus on more important issues.
3. Minimizes your liability and risk. You may be in an industry in which you have liability for the preservation of these records. That could especially be true if you work in law or healthcare. If the records are lost, damaged, or destroyed you could be on the hook. Document conversion is a great way to meet your preservation requirements. You can back up the digital copies on a secure drive or in the cloud. That way you always know you have a backup available.
Ready to start your document conversion? Contact document conversion services in your area. They can help you analyze your needs and determine which services are right for you.