Filing to future-proof your business

29th June 2018
Despite increasing shifts to cloud-based technology, nearly 80% of company business information still exists in a paper-based format, which is surprising when you consider how digitised our lives have become.

Despite this research, a study by the company DocuSign found that digital transformation is a top priority for 89% of businesses, suggesting that the days of paper filing are dwindling.

So how can businesses start digitising their workflows? Rob Turner, Group Sales Director for outsourcing solutions company Converga, believes the move to digital will not only provide a more efficient filing system but could also increase your bottom line.

“Through digitisation of many parts of the business, you can easily gather your business information and make it work for you. You will discover trends to help your future business and provide insight into how past behaviours impact your customers’ engagement and satisfaction” says Turner.


What are the benefits?


According to Ray Morgan, 7% of all paper-based information gets misfiled, and 3.5% of all hardcopy documents are lost. One of the significant advantages of going digital, therefore, is that files are less likely to go missing or suffer damage. Other benefits include:

Ease of access

One of the main problems with paper documents is a lack of accessibility. Digital files are easy to find, and with modern scanning software, up to 80% of scanned words can be used for search and retrieval. “You can be proactive by responding more quickly to your customers’ needs, replying to clients and having information at your fingertips,” says Turner.

Free up space

Paper files take up space that could be used for other needs. “Freeing up the physical real estate can enable you to use it in more productive and revenue generating ways,” says Turner.

Better security

Scanning your paper documents allows you to put layers of protection on files that would be impossible with paper documents.

“Through a secure digital document archive, your valuable records are not only safe from damage and destruction but more secure from unauthorised access, so only authorised people can view sensitive documents. In addition to passwords, you can put hierarchies on files for restricted access,” says Turner.

Easier communication

Being able to email a document is far quicker than sending by post. However, using a filing program with a retrieval function allows even easier communication with colleagues and clients.

For example, says Turner: “If a remote worker needs to access company contracts for their clients on certain dates, they can input search parameters, find it and forward it to the client. You can also access documents via mobile, so you don’t have to rely on the office to send it to you.”


What are the negatives?


Depending on how you approach digitisation there could be limitations. For example, if you decide to manually scan all of your archived documents, it will be a time-consuming and resource-heavy undertaking. The initial cost of purchasing scanning software could also be a drawback.

On the other hand, you could free up your resources by outsourcing your digitisation. Although outsourcing is a more costly solution in the short-term, the long-term benefits potentially outweigh the negatives with increased productivity.

Something else to consider is the range of solutions on offer through scanning. Turner describes the pre-action digitisation solutions from Converga, for example: “We offer a complete digital mailroom solution where you don’t need to receive physical mail – instead all forms of inbound communications are directed to us where we ingest it, capture and export to a workflow engine. Our workflow engines enable fast action from your teams supported by management dashboards for transparency.”
Now your business has made digitisation a priority, get in touch with Canon to discuss a solution for future-proofing your business.
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