It’s another busy day for the office manager, who — while sitting behind a messy desk of paper piles — accidentally spills a cup of coffee over the table. Lifting the devices that can be pat dry, one grim realization looms over: there’s no way to dry out the damaged paper.
Documents need to keep up with the digital age. In today’s world of growing businesses and advancing technology, physical storage is both impractical and risky for a company. Receipts, accounting sheets, manual records, and all things in the “hard” copy can be kept for longer and more safely by digitizing them. Trust us. Here’s why:
4 Reasons Why Digitizing Documents Is a Must
1. Save space and reduce costs.
Believe it or not, companies spend shocking amounts of their budget on paper. In addition, document filing and storage means higher expenditures needed to rent that extra office space. It’s also risky as the paper is very fragile. It can catch fire, get damaged by water, or get caught up in other hazards. It does not only pose a threat to the storage area but to the entire office building as well.
Let’s not forget to mention that certain documents may also require climate-controlled storage which can certainly cost a lot. Once everything gets digitized, however — whether it is scanned or encoded; there is no need to manage a dusty stock room full of crumbling paper. Your company will definitely cut costs on space and document preservation.
2. Maintain important documents.
The fragility of physical copies is a major concern. Businesses cannot afford to lose valuable files. These can be legal papers, personal documents, tax records, medical records — the list goes on. Through digitization, all these can be transformed into a neatly organized pool of digital copies that would last much longer and be easier to find. These copies may also be more easily duplicated, distributed, or updated when necessary.
3. Reduce paper waste.
The high expenditure on paper also translates to a higher waste contribution for offices. Digitization will help your business be more eco-friendly one document at a time. Come to think of it, this does not only lessen paper waste; it also lessens additional waste from storage materials like filing boxes, shelves, folders, and more. Save the environment and avoid contributing to climate change by going completely paper-free in the office!
4. Keep better track of records.
Admit it, going through aisles and stacks of documents is painstaking. After leafing through hundreds of pages to get to the one or two files that you actually need, you would need to arrange everything back to how you found them afterward. It takes so much time and effort; things that could be better spent on the more important core functions of the business.
But, what’s even better than all these?
Outsourced data entry specialists can digitize and arrange your files in a database you can easily navigate, using software that may require subscriptions and some training for proper use. Effortlessly search for the documents you need and get to them within seconds. Save your business all the trouble by outsourcing.
Outsource Data Entry
Digitizing your business looks like a tedious job because it is. However, with an outsourced data entry service, you can have it all done in less time, with fewer costs or concerns. To help you, Anderson Group BPO Inc. ensures you have a flexible team who can deliver services perfectly suited to your needs. Aside from digitizing documents, we also offer other data entry services like transcription, bookkeeping, link building, and a lot more.
Find out more about our BPO services to see how you can start working with us today! Do not hesitate to send us a message.