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Paperless: The Role of Office Scanners in Onboarding Information

In this busy modern workplace, efficiency is crucial. Companies are always looking for ways to make processes smoother and reduce clutter. One area that could really use some modernization is how new business information gets brought into the company. Traditionally, this has involved a lot of paperwork – contracts, invoices, receipts, and more gathering up in piles. But what if there was a way to get rid of all that paper and go fully digital? In this article, we go over the many benefits that come along with going paperless.

This is where office scanners come in. These handy devices can quickly and easily convert paper documents into electronic files. For businesses, this can be a game-changer, offering numerous advantages over old-fashioned paper-based systems.

The Many Benefits of Scanning Business Documents for Paperless Business

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Let’s take a closer look at the specific upsides of using document scanners for bringing in new business information:

Work Faster

Imagine no longer having to manually dig through stacks of paper every time you need to find a specific document. With scanned files, everything is keyword-searchable and accessible with a few clicks. This saves businesses a ton of time and effort compared to physical filing systems. Plus, multiple employees can access digitized documents simultaneously instead of waiting for a single paper copy.

Stay Organized

Paper documents have a bad habit of getting misplaced or even damaged over time from frequent handling. However, with the help of digital onboarding solutions, scanned files can be neatly organized into digital folders; however, it makes sense by type, date, client name, or any other categories. This makes it much easier to keep track of important paperwork and quickly retrieve it when needed. Digital archives also eliminate clutter from physical storage, which takes up office space.

Heightened Security

Physical papers can be stolen, copied, or go missing, which risks exposing sensitive business or client information. Digital files stored securely with passwords and customizable access controls are much more secure. Only authorized employees can view confidential data based on their credentials and permissions set by administrators. Encryption adds another layer of security as well.

Cost Savings

The paper itself is a recurring expense for offices, not to mention the costs of printing, physical storage space, filing supplies like folders and cabinets, plus labor hours spent managing paper documentation. Ditching most of that by going digital can significantly reduce overhead costs over time for businesses.

Environmentally Friendly

Every sheet of paper used contributes to deforestation when new materials are sourced, not to mention energy/emissions from manufacturing and waste from disposal. By reducing paper usage and switching to digital documents, businesses can minimize their environmental footprint and negative ecological impact.

Disaster-Proof

If the worst happens – fire, flood, extreme weather, or other natural disasters – vital paper files and records could be permanently destroyed or ruined. However, digital backups stored off-site in secure data centers or cloud service are incredibly resilient to local incidents and can be easily recovered to get operations back up and running.

Picking the Right Scanner for Your Needs

With so many desktop scanners on the market, choosing can seem tricky. Here are some key factors to consider:

Volume

How many documents need scanning each day or week? A high-capacity desktop document scanner can plow through large workloads efficiently.

Document Types

Will you be scanning standard papers, thick envelopes, and old fragile photos? Make sure to pick a scanner that can handle your typical items.

Scanning Speed

How quickly do you need digital versions? If scan speed is critical, look for the best portable document scanner with a fast rating.

Image Quality

The scans should be clear and readable, not blurry or hard to make out. Higher resolution often means better scan quality.

Connectivity

Most scanners plug into computers, but some can connect over Wi-Fi for easier mobility.

Budget

Scanners come at different price points. Determine your needs and how much you can reasonably spend.

Advanced Scanner Features to Consider

While basic scanning is essential, some scanners offer bonus features that can further enhance your document management system:

Automatic Feeding

This allows loading multiple pages at once for faster batch scanning instead of feeding one page at a time.

Double-Sided Scanning

This captures both sides of a two-sided document, like contracts, in one digital file.

Text Recognition

This powerful tool converts the scanned images of text into editable digital words and numbers you can search and modify.

Image Enhancements

Some portable scanners can digitally improve the scan’s best overall quality by removing backgrounds, sharpening focus, and automatically cropping just the document area.

Integrating Your Scans Into Your Workflow

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Once documents are scanned, the next step is integrating those digital files into your existing work processes. Here’s how:

Document Management System

Consider using one of these specialized platforms for storing, organizing, and managing your scans. They allow custom categorization, setting user permissions, and even automating processes around the files.

Cloud Storage

Another option is securing scanned documents in cloud servers like Google Drive for convenient access from anywhere over the internet – plus off-site backup benefits.

Link to Other Software

Many photo scanners can directly interface with common business applications like accounting, customer management, and operations systems. This connects scans right into the programs that need them.

Going Fully Paperless Takes Time

Switching to a completely paper-free office doesn’t have to happen all at once. Try starting with the most important documents you reference frequently. As the process starts feeling comfortable, you can gradually scan more and more documents, integrating them into your digital workflow.

Here are some additional tips for smoothly transitioning to paperless:

Set Up Scanning Rules

Establish clear guidelines for which types of documents should be scanned, plus naming conventions and organization structure.

Train Employees

Make sure to thoroughly train staff on using the scanning hardware and new document management solution. Consistent usage is key.

Declutter

But don’t just scan everything and keep the originals! Once digitized and backed up, you can start shredding those piles of physical papers to free up storage areas.

The Future Is Paperless

In our digital age, there’s no need to keep relying on outdated paper-based systems that cause bottlenecks. Home office scanners provide an efficient way to convert all that business paperwork into digital formats, unlocking tons of advantages. By embracing document scanning, companies can streamline workflows, improve organization, enhance security, and contribute to environmental sustainability. It’s time to ditch the paper and join the paperless revolution!

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