Scanning paper documents to digital images advances the idea of “going green” in huge ways. “Being Green” is a familiar buzzword in modern business, but transforming your business into one that is committed to sustainability, low resource consumption, and waste reduction is more than just a notion. Scanning allows you to turn a mountain of paper into a flash drive. Depending on the paper mountain we are talking about, it could require a larger hard drive. It still ends up being able to fit in your hands.
Recycling office paper, ink and toner cartridges, and soda cans is a good start, but to get to the root of “climate change” problem, your company – and your employees – must develop different attitudes about using resources, and creating waste. Forward-thinking businesses can move toward making the administrative side of their business “paperless”. By scanning old documents and viewing them as electronic PDF files, time and money is saved. You can reduce the overall costs of your business by not paying storage fees.
Removing large collections of paper documents can convert that physical space into something that brings revenue. A new insides sales employee or piece of equipment that makes the company more efficient are just two ways. You end up educating your employees. Both about the benefits of conservation and the company’s commitment while you streamline your process.
Document scanning is the ultimate green solution for modern businesses for two main reasons. First, paper documents take up physical space in filing cabinets and storage facilities. When your company, often with the help of an on-site scanning service, converts paper files to electronic ones, you may need less physical space for your operations, which reduces your “footprint.”
Second, after a scanning company has helped with the initial phase of document conversion, authorized employees who need the documents can access them online. Often, the user just needs to double check something in the file, so there is no need to print out the whole document. A user who needs a file repeatedly can even download the file to his or her computer for future use, which reduces the volume of corporate printing.
Utilizing scanning services enables a company to reduce costs. If keeping paper copies for a period of time is mandated by law for your business, you can move old records to a less costly warehouse space, or even have them housed by the scanning shop.
Archiving paper documents requires employees to retrieve them. Though electronic documents do require oversight after scanning, a company can deploy workers in other areas or reduce personnel costs.
With electronic document storage systems in place after initial scanning services, companies who aim to be green must educate employees to be more conscious of the environmental impact of the goods and services they use. In modern offices with a copy machine on site and printer available for every user or workgroup, your employees are used to printing and copying what they need or want, without being concerned about cost. By encouraging workers to view scanned documents on the screen rather than printing them out, your company not only saves trees by using less paper, but also uses less ink and less petroleum-based plastic used in ink housings. A “think before you print” approach saves both money and resources.
Does your company need to green up its approach to document maintenance? The Document Group of Houston is ready to help you. With on-site scanning services, as well as pickup and storage of your documents, we can help your business go paperless. Contact us today to see how.