16 Jan Planning & Organizing Documents for the New Year: Why Digitizing with Scanning Services Saves You Time and Space
The new year is a great opportunity to review your company’s records retention and storage system, as well as consider the benefits of digitizing your documents. Going digital will not only save you time and space, but also make recordkeeping more accurate, enable remote access to files, and support a sustainable or eco-friendly office. Reproductions, Inc. can streamline the process by providing professional digitizing and scanning services in Tucson, AZ. No matter how big the job, our team offers efficient, high-quality conversion of paper documents to carefully indexed digital files. Here is a look at why you should invest in digitizing your documents in the new year, and how it will save you time and space.
Signs It’s Time to Go Digital with Your Files and Records
While it can be hard to make the decision to embark on a lengthy project when you’re used to dealing only with paper documents, records, and files, there are a few signs it’s time to step into the digital age. You should make the choice to go digital with your files and records if:
- You and your team can’t find documents quickly or spend hours combing through paper files
- There is a bottleneck in the filing process that makes it hard to determine where documents or records are in the office
- You have too many people spending time on data entry, filing, and distributing paper documents
- Filing cabinets or records storage boxes are taking up valuable space in your office that you need for something else
- You have missed deadlines, lost money, or made clients or customers unhappy due to misplaced documents or records
- Delays in locating files or paperwork have slowed down office productivity
- You’re concerned about losing paper documents to fire or flood
- Your office deals with private, sensitive, or confidential information that is vulnerable to theft or misuse
- You don’t have complete control over who has access to sensitive information contained in paper records, and there is no clear intake protocol or chain of custody in place
- Employees work remotely or regularly have off-site meetings or appointments
- Your company is rapidly growing
- You want to make the shift to a paperless office in the new year
Benefits of Digitizing Your Documents
There are near-endless benefits to digital filing and recordkeeping. Here are some of the biggest reasons you should switch to a digital filing system:
- You can find any document within seconds by searching your online system using keywords, names, client numbers, case numbers, or other key information
- Password protection and encryption enhance record security, allowing only authorized personnel to access key documents (or all documents)
- Employees can access files from anywhere, which allows for efficient collaboration, informed meetings, and remote work
- Documents can be quickly shared digitally to streamline workflows
- You’ll free up valuable space in the office
- Paper documents won’t be vulnerable to loss, theft, data breaches, or damage from fire or flood
- Overhead costs due to records storage, printing, and maintenance will be lower
Exploring Reproductions, Inc.’s Scanning Services
If you have been Googling, “printing and scanning near me in Tucson, AZ,” contact us at Reproductions, Inc. We offer streamlined digitization and scanning services to a wide range of clients and industries, from college students and teachers to law firms, financial offices, medical facilities, and more. Our equipment ensures high-quality digital files ranging from small to large format, and we even have wide-roll scanners that convert paper documents to digital PDFs, TIFFs, or JPEGs that can be easily uploaded to your company’s file management software system. We handle large-volume scanning projects with ease so that you experience minimal disruption to your office workflow. Let us help you declutter your office and keep records safe. Call us today or request a quote online.