We investigate the top 5 myths we hear on a regular basis regarding document scanning and storing your documents electronically.
Let’s take a look
It’s just too expensive
I suppose this would depend on a number of elements regarding the paperwork in question and also the supplier you have received a quotation from. Our document scanning solutions are very cost effective, we rarely do a cost analysis exercise where the cost of electronic document storage doesn’t provide a much more cost effective alternative to their current storage solution. With standard storage the costs always seem less because it’s a much smaller monthly payment but over a long period of time. We offer a number of payment plans to ease the initial cost of having your documents converted electronically so that you are not hit with one invoice.
I’ll need to purchase additional software and re-train staff
No you don’t, our standard solutions don’t require any additional software and even IT novices will be able to find their files within seconds.
I’ll need to change the way we work at the office
No, you won’t, you don’t need to change anything if you don’t want to. Simply keep creating the paper files as you’ve always done and we will simply collect them from your offices instead of sending them for storage. You don’t need to change a thing.
I just don’t think it’s necessary
This is a view that some businesses take and it’s certainly not a legal requirement but in reality – choosing to have your documents digitized can be one of the most important decisions your company will make especially from a disaster recovery point of view. As the well as the improvements in office efficiency, electronic document storage ensures that your business stays complaint with data retention rules and regulations.
It’s cheaper to scan our documents in house
This is a common theme and one that usually ends with the scanner gathering dust in a cupboard after the scanning experiment has failed. Of course it’s possible to keep on top of your paperwork but some companies drastically under estimate just how much paper they have. Our document scanning machines cost in the region of 10k per unit and the software that compliments them will cost as much in some cases. This outlay is to ensure the best in quality reproduction with error free scanning at a speed of over 100 pages per minute. If a business invested the same money in the same machinery and software to boot it would take a long time to see some return on that investment especially as they would have an additional outlay to train and employ an operative. They could of course purchase less expensive items but then its case of whether that process would provide the quality that would be considered complaint. From our experience, the in house scanning experiment rarely works so our advice is to outsource this service and Paper Escape can certainly provide a cost effective solution for your business.