Benefits of electronic document storage Many businesses and organisations accrue documents at an alarming rate. In some cases they accumulate slowly over time, in others they may arrive suddenly, perhaps as a consequence of an acquisition or merger. Whatever the reason, a point is reached where the documents in their current form do not meet the needs of the business, and conversion to electronic format becomes desirable.

Examples of such scenarios include:

Retrieval of your files is not quick enough to meet the needs of your staff or regulators. Immediate access to document images would bring huge benefits
The documents are bulky and expensive to store – often in prime office buildings which would be better used to accommodate staff
The documents have real value to the business and a disaster recovery plan is required in case of a fire or flooding.
The documents are ageing and the regular retrievals, handling and refiling is causing deterioration which could result in information loss.

Cut costs by over 40% by storing your documents electronically.

One of the biggest benefits of adopting our electronic document storage and retrieval solution is the cost saving. Imagine a situation where an employee needs to retrieve a document from your existing filing system, and then once done with it, returns it to the original location.

Even if the task of retrieval and return takes only five minutes and this action is repeated for a mere ten documents per day then the action alone will take fifty minutes, almost 10% of their entire working day.

With our system, the same employee can locate and work with a document without ever leaving their desk. Furthermore, our search tool which allows for a variety of terms such as surname or ID can locate multiple related documents which might have previously physically resided in totally separate storage locations.

The second obvious benefit is the huge potential for space saving by the elimination of paper records. If documents are currently stored on site then these existing record and archive rooms can be converted into useable office space. Alternatively, if documents are stored off site by a third party the current cost of this service can be removed. In most cases, businesses cut costs 40% by storing their documents electronically.

Security and protection of documents will also be instantly improved. Whilst access to a traditional record room is difficult to police, even with a physical access control system, our solution allows you to limit access to sensitive documentation. Similarly, conversion of paperwork to a digital format means backup is straightforward and also means that copies can be stored off-site thereby helping to create far more efficient disaster recovery plans.

Naturally, adoption of a paperless office solution will also reduce the requirement for printing related costs such as paper, toner and the upkeep or replacement of the printers themselves.

Finally, don't forget our solutions comply with current Law Society guidelines as well as the Data Protection Act so you can be assured that you will derive all the benefits of a paperless system without falling foul of any legislation issues.

	Eliminate storage costs
	Free up office space for more valuable use
	Improve office efficiency
	Eliminate paper storage
	Create more efficient disaster recovery plans
	Improve document security
	Significant time related cost savings
	Comply with current legislation
	Reduce printing overheads

Electronic Document Storage

Whether you represent a public or a private organisation there is no doubt that given the nature of most businesses you will have too many files and papers for you to be able to store at your place of work. As such you will need to find a specialist in the scanning of such files and who can also provide a service whereby files, articles and papers can be electronically stored. For most businesses it does not take long for their storage to reach capacity and so retaining certain important files is becoming increasingly problematic. With us you will be able to find cost effective, high quality document management services that will enable you to leave this important aspect of your business in the hands of professionals. We will make your working life so much easier by arranging all your files and articles in the exact way that you want them, and we have a very simple system in terms of businesses being able to retrieve and view any of their papers that we store for them. The storing of hard copies is an expensive business as warehouse storage does not come cheap, plus it can be very inefficient and time consuming to retrieve certain files, especially older files that in some cases can take a few days to get out of storage. Our method of document management storage enables you to retrieve any file you want from the comfort of your own desk in a matter of seconds.

Document Scanning UK

In terms of scanning files, articles and papers we have a scanning service that we are confident you will find to be of great use to your business. We are fully committed to providing a range of superior services at very affordable prices and we are sure that you will not be disappointed by our high standards of professionalism. Once you realise that using a document scanning company is the way forward for your firm in a very short space of time you will begin to appreciate the benefits such as eliminating storage costs and freeing up office space that can in turn be put to better, more profitable use. For companies that are considering a company to take care of their archiving needs then we would urge them to make contact with us at their earliest convenience. Whatever files you have we are sure that there is a perfect solution that will help your company to reduce its costs and also improve the value of your company’s information. Based in the north west of the UK we have borders with Cheshire, Derbyshire, Lancashire and Yorkshire and each and every day we are helping companies and organisations both small and big to reduce their dependency on physical storage. We differ from other document scanning companies in that we are able to collect from anywhere in the country and have a regular collection service in all of the UK’s major cities including London, Birmingham, Leeds, Manchester, Sheffield and Newcastle.

Document Management Solutions

Our principle objectives are to improve the efficiency of your offices and working spaces, reduce your company’s storage costs and to provide a high level of customer satisfaction. To this end we will take care of everything that is involved in the process, from the initial collection to the destruction of your documents in a secure manner. Over the years we have provided document scanning management solutions to a variety of different organisations and businesses ranging from solicitors and finance companies to housing associations, the NHS and charities. We have electronic solutions for almost any type of paperwork including client files, purchase and sales invoices, plans and drawings, delivery notes and manuals, and personnel and payroll records. Whatever the size of your project we are confident we will find the right solution. As every client is different we have ample experience in handling unique requirements and varying budgets, and as a result our service is tailor made and extremely flexible so that we can cater for your every need. Your company will dictate what service we will deliver and as such we will listen very carefully to your needs and then find the perfect solution. One of our main priorities is to provide our customers with a stress free service and as such as part of our document scanning services we never use a third party courier. Your documentation will always be personally collected and returned in marked vans so that it never appears in the wrong hands.

Optimum Service Guaranteed

Once your paperwork has been collected it is taken directly to our secure onsite storage warehouse where it will remain until the time comes for it to be properly prepared for the scanning process. While we undertake this process, as part of our range of document scanning solutions, if you need a file urgently then we can locate, scan and then email it to you on the same day it is requested, and if required we can arrange for the physical file to be returned the next day. As you would expect from a professional outfit we only use the top scanning equipment and are constantly searching for ways to improve our technology, software and services. All the scanners that we use for document scanning storage are top of the range and result in a very high quality. Any files or papers with light text are improved by virtue of the advanced text enhancement feature and wrinkle shades are prevented from appearing on the scanned image as a result of the dual light sensor system. There are a range of other features that the scanners we use have, an example of which is the intelligent staple detection. In simple terms this means that any staples that invariably slip through the net during the office document scanning preparation process can be detected by the scanner, and when it does so it will stop and notify the person operating the scanner to remove it before scanning the file.

Shredding with Confidence

Once your firm has approved the electronic versions of your paper files, articles and other types of paperwork, we can either arrange for the hard files to be returned to you or we can arrange for them to be securely destroyed and then recycled. Through our account with Smurfit Kappa Recycling the destruction and recycling of any paper and waste is properly managed, who we know to use a compliant, safe and comprehensive system when it comes to the destruction of confidential information. Once the documents scanning process has been completed the process of shredding begins with the relevant files being collected from our premises by the security shredding vehicles of Smurfit Kappa. The same day these are collected they are then securely destroyed and we are notified by means of a collection note. There are plenty of benefits to be enjoyed from shredding, the main one being savings to your business, as the disposal of waste costs are constantly increasing and the government is committed to increasing the landfill tax. The environmental benefit is also obvious as shredded material is taken directly to paper recycling facilities that in turn bale it and deliver it to recycling mills. As part of our documents storage services we will issue your firm with a certificate of destruction once your paperwork has been suitably destroyed so that you have a legal audit chain that can be followed from start to finish, as per the guidelines laid out by the FSA and Law Society.

A Range of Benefits

There is a wealth of benefits that companies can enjoy from the electronic storage of their files, and there are plenty of organisations that are accruing paperwork at an alarming rate. Some companies find they have files that accumulate slowly; others suddenly find themselves burdened with a glut of files that arrive in a short space of time, which can often happen when there has been a merger or acquisition. In either situation there comes a point when keeping such files in their current form is no longer in the interests of the business and that converting them to an electronic format is the desired option. With online document storage your business is sure to benefit immensely with having immediate access to important files and papers. The cost saving benefit from storing your files electronically is clearly the most significant and your firm can save costs from enabling its employees to retrieve files from their desks. By constantly having to retrieve and return paperwork, over the course of the day a lot of time is wasted on this process. In contrast using an electronic secure document storage system means files can be located and then worked on in seconds and multiple related files can be retrieved at the same time when previously they may have resided in separate physical locations. Other benefits include space saving, the security and protection of files, the reduction of printed related costs and your business will also be complying with all current legislation.

Examples of such scenarios include:

Cut costs by over 40% by storing your documents electronically.

Eliminate storage costs

Free up office space for more valuable use

Improve office efficiency

Eliminate paper storage

Create more efficient disaster recovery plans

Improve document security

Significant time related cost savings

Comply with current legislation