Bulk document scanning or converting tons of paper files to an easily accessible digital format - also known as document imaging - helps unleash the true power of information normally hidden deep in filing cabinets.
How Does Bulk Document Scanning Work?
Bulk document scanning can be summed up in three simple steps: scan and save, shred, and sort and store.
- Scan and save. This involves electronically scanning a huge amount of documents and saving electronic copies on a PC or server. You can use a flatbed scanner, a transparency scanner, a video digitizer, a handheld scanner, a drum scanner, or a standalone oversized digitizer—it all depends on what files you want to keep.
- Shred. This involves getting rid of the documents you’ve already digitized. This will allow you to free up more physical space in your office and stop you from duplicating effort. It also keeps physical copies you no longer need away from the wrong hands. This is especially helpful if the documents contain confidential information like customers’ personal details or business secrets.
- Sort and store. This involves categorising all of your documents using folders. You can opt to store documents by year or level of confidentiality (that way, only employees with the right credentials can access certain files), depending on your business needs.
Document Scanning is the best way to save and replicate documents, and working with professionals is the best way to ensure a high standard.
For information on how to arrange your budget, visit our Document Scanning Costs Page.
How Can Bulk Document Scanning Help You?
Bulk document scanning can benefit in the following three ways:
- Save space. It helps increase your office storage space. You can finally get rid of those huge filing cabinets to make space for other items or even new employees. You can even sell your printers, photocopiers and fax machines because you’ll no longer need them. Or if you need to reduce your office space to save on rent, then this is one way to go.
- Save time. Locating files is easier, too. You no longer have to sort through tons of documents. And because you no longer have to send documents via post, communication will be easier and response times much quicker.
Filing new documents is also much easier. With just a few clicks or taps you can move files from virtually any device (your PC or mobile phone) to your virtual storage.
Best of all, you can access necessary files no matter where you are and what device you’re using. If you suddenly have the need for a document that happens to be in your office while traveling, you can access it via your mobile phone or laptop. You don’t have to travel back and forth just to get what you need.
- Save money. A lot of companies offer bulk document scanning services these days, with most even extending their offerings to getting rid of paper documents and organising your files. Prices vary, of course, depending on how many documents you want processed and how far along the entire document management chain you want them to go (simply digitise your documents and return paper copies, or get rid of physical copies and organise your digital files).
Digitising documents can cost between £10 (for 50 legal-sized documents) and £55 (for 500 legal-sized documents). For that amount, providers can scan and sort your documents for you. All you need to do is send them the relevant papers. Just think of the money you’ll save compared with the cost of buying filing cabinets and scanners, as well as renting extra space to house them.