Document Storage - Try Document Scanning For Better Value and Secure Document Storage
Document storage is probably one of the very first things that comes to your mind when it comes to putting away your documents in a safe place in which they will be out of your way but are available when needed. However, these days, there are superior options out there that can indeed make your documents disappear from sight while you can be safe in the knowledge that they're there if needed, but one of these other methods can take you a step beyond that and can potentially save you a ton of expense at the same time.
Document scanning and digital document management are becoming what many are calling major components of the office of the future. This is mainly because they offer more efficient solutions whilst being modern, forward-thinking and good for the environment, as well as exceptional value. Here's a short rundown of why you would be better off getting your documents scanned and digitised rather than going with conventional document storage:
The Advantages Over Physical Document Storage:
Massively Cost Saving - No Recurring Costs
Think about how much document storage is costing you on a monthly basis to store all your files and documents privately or even for using additional office space which could be used more constructively. Document scanning itself can cost as little as 1p per page which for a large amount of files is terrific value. And if you think that paying a large sum at once is too much, we can make an agreement where you would be able to pay by the month until the total value is paid. Once this is paid you will have no more costs whereas if you're using document storage on a monthly basis the costs will keep adding up. So say that you are spending £500 a month on storage, Pearl Scan Solutions will be able to set up a deal with you so you would be paying £500 per month until the total is paid off which is what you would normally be spending with document storage. On a cost saving point of view there are advantages from all sides and no negatives.
Time Saving
If you are storing a great deal of documents privately or within one of your own offices, document scanning and management can help you save time. In the event that you need to find a certain batch of documents or even a particular file, you could spend hours searching to find what you need through thousands of files. With document scanning your files willk be indexed by name, date, reference number or anything else that would be helpful to you. This makes finding your files very easy when you actually need them.
More Efficient
Document scanning and digital document management can streamline the way that your office works. With the above mentioned time saving ability's of our services, this allows staff more time to complete other important work around the office that may not have previously been finished.
Quick access to files if and when they are needed
The fact is your documents will still be hidden away from view just like document storage, but they will be on a hard drive instead. Think about a room full of papers and a computer hard drive and the size of the two compared. The documents can also be added onto a shared network so anyone in the office can access them at any time from any workstation. They can even be stored on your online web server, or through one of Pearl Scan's exclusive servers for quick and easy access.
Security
Storing files digitally is more secure than storing them physically in known storage locations. Inevitably storage facilities are known and advertised, so thieves know where files are based. With digital storage you can save your files on a server, over a local network with your work colleagues or even through online cloud storage. The real secure document storage no longer lies in the hands of document storage facilities; it lies with digital archiving.
Document storage has become a thing of the past and because of services like Pearl Scan's scanning, management and secure document storage systems, many of our clients are already starting to see the major advantages of it.
If you're interested in finding out more about the our digital secure document storage service, please give us a call on 0845 22 55 923 or request a free quote by visiting our quote page here.
Thanks for your follow-up. The scans were fine, and we were very impressed with your prompt service
