In this digital age, it’s surprising to learn that a mere 18% of businesses consider themselves paperless. Many organizations are still hesitant to take the leap into digitization, held back by fears of cost and the unknown. However, there’s another, often overlooked concern: the potential damage to precious documents, particularly those that are fragile or already in a delicate state.
So, how can you mitigate the risks associated with digitizing your business-critical legacy documents? Look no further than Kefron, the experts who can guide you through this transformative journey.
But First, Why Scan Your Documents?
Let’s start with the obvious question: why should you digitize your documents in the first place? Simply put, relying solely on physical documentation is no longer sustainable. It takes up valuable space and presents a hassle when it comes to management. Moreover, with 45% of office workers now operating remotely and an additional 29% adopting hybrid work models, the need to physically access files becomes an unnecessary inconvenience. By digitizing your documents, you enable your team to access information from anywhere, anytime. Plus, any damaged or faded documents can be digitally enhanced, ensuring legibility and ease of use.
Did you know that employees spend a whopping 25-35% of their time searching for information they need to perform their jobs? To exacerbate matters, 1 out of every 20 documents is lost, further hampering productivity. Digitization solves these issues by allowing you to search for documents based on creators, names, dates, content, and more. No more wasting time hunting for crucial information. When you upload your files to a secure cloud-based system, they become virtually indestructible. Even if a file is accidentally moved or deleted, it remains recoverable, providing peace of mind.
Identify Your Legacy Documents
Before embarking on the scanning process, it’s essential to identify and prioritize your legacy documents. Naturally, there’s no point in scanning documents that must be erased due to data protection regulations. Instead, focus on the files that hold historical value and are critical to your business operations. These records must be kept safe and easily accessible for an extended period.
Offsite or Onsite?
Cost-conscious businesses may be tempted to handle the scanning project onsite. However, this often leads to unexpected expenses in terms of time and money. Without the necessary scanning expertise, achieving the desired quality becomes unlikely. Handling and scanning aged records require delicate care and attention to detail. It’s not a simple task of quickly scanning a form to share with a colleague. Even with experience, the lack of appropriate equipment and time can undermine the outcome.
Professional scanners offer the best possible results, but they can be prohibitively expensive, especially if you have a substantial number of files to scan. Investing in such equipment for a one-time project is not a wise decision unless you plan on becoming a professional scanning provider. Additionally, the time-consuming nature of the process should not be underestimated.
Legacy documents often consist of fragile and damaged papers that may require restoration work. Professional providers possess the necessary expertise to handle such documents as part of the project. With 96% of office workers already frustrated by their companies’ information management practices, dedicating additional time to scanning would only compound the frustration and reduce overall productivity. It would divert attention from core business tasks.
Choose an Experienced Provider
Not only can experienced providers restore your records, but they also offer cost-effective and skillful digitization services. Selecting the right provider for your needs requires thorough research and time investment. However, the benefits far outweigh the effort involved. Just take a look at how a leading education institution achieved newfound visibility of their legacy records through our services. If you’re unsure where to start or simply seeking advice talk to one of Kefron’s experts today.
