Imaging, Good For The Enviornment And Your Bottom Line

By Spencer A. Silk
Franklin CIO Services

Document imaging is a method for managing office documents. It functions by scanning paper documents to create exact image copies in digital format. In this process, the company can keep the digital images on a server. These digital files can be saved within the office or in an off-site area (cloud).

Although the shift to digital imaging may lead one to assume that overall paper use is on the decline, the truth is that paper consumption has risen consistently over the last ten years. If a company strives to be environmentally conscious, document imaging can benefit the planet. There are significant environmental benefits to document imaging and scanning. Even if a company does not go entirely “paperless,” document scanning and imaging can greatly reduce printing rates. As an example, if an employee handbook were digitized and stored on a server, employees would not have to print it out every time they needed to check a policy.

Lower Energy Bills. Imaging cuts down on the amount of money that companies must spend on powering printers. This may not seem like a large amount of energy savings, but it would be quite a hefty chunk depending on the number of printers in a company.

Diminished Ink Usage. LaserJet and Inkjet toner is highly toxic and costly. Moreover, it is stubborn – printer ink is tough to remove from the paper during the recycling process. Less printing thanks to document imaging means your company will be releasing less noxious ink into the environment and saving money.

Decreased Paper Usage. Too many times employees print a document, only to realize too late that one or more pages were almost completely blank or not needed. A single line of print condemns that piece of paper to the recycling bin. Establishing a document scanning procedure often creates a company culture of eco-awareness, so that employees are less likely to hit “print” except when necessary. In general, document scanning reduces the overall paper consumption of most firms.

While specific company papers ought to be shredded, most of the documents made must be kept for future reference. Many companies generate many files. This is normally complicated, particularly for people keeping documents for a long time already. The great thing is, there are document management strategies that managers can choose for legal and storage size considerations. Document imaging or scanning is one of the most efficient alternatives.

Save Cost. Document archiving also helps reduce costs. When several office workers require the same file simultaneously, they need to print or photocopy the document. With the use of electronic files saved on the office computer system, they can access exactly the same file simultaneously.

Save Time. Files from document scanning services will even help workers use their time more proficiently. With traditional archiving, employees use a considerable amount of time sorting, compiling, retrieving, filing, and re-filing on a regular basis. This is not the situation when you have the files in digital format. While on their work desk, they can access files with only a few clicks.

Save Space. This can be a great alternative for offices using file cabinets, shelving or dedicated storage areas for their records. Using this new form of archiving, a great deal of space and cabinets can be saved.

Better control. Document imaging also allows for the control of employees’ access to digital files. This works well for managing confidential information. Additionally, it enables the monitoring of employees accessing a certain document.

These are only a few benefits of going for a document imaging service. If you want to see for yourself, find a company offering reliable document storage and management solutions and speak to them.

Document imaging is more important in business than ever. Not only is paper storage problematic at best, but without having a copy of the paper somewhere, should something happen as in a flood or fire, there is no easy way to recreate all of that paperwork. Having easy access to scanned documents on the network makes it much easier to find as well. While it can take hours to drag out boxes and sort through file after file, it only takes a matter of minutes to find the right piece of paperwork in an electronic format. Save money, save time and reduce paper waste and fire hazards by having a company that specializes in document scanning services take care of old paperwork.

Regardless of the size of a business, using document imaging can end up helping the environment and saving time, space and money.

Spencer Silk is a principal at Franklin CIO Services, LLC and a member of the Business Improvement Team. He has been involved in a number of Imaging project justifications and implementations. He can be reached at ssilk@franklincio.com  or by visiting www.franklincio.com or  www.bizimpteam.com.