BENEFITS OF DOCUMENT DIGITIZATION – STOP PAYING FOR COSTLY STORAGE ARCHIVES

In today’s fast-paced business environment, managing physical documents can be a significant challenge. With the rising cost of offsite storage and the need to retrieve files regularly, it’s no wonder many companies are turning to document digitization. This shift is not just about saving money; it’s about efficiency, productivity, and security. Let’s delve into why digitizing your documents is a smart move for your business.

HIDDEN COSTS OF PHYSICAL DOCUMENT STORAGE

Many companies outsource their document storage to third-party secure storage providers or rent off-site storage units. These monthly storage fees can be substantial and accumulate quickly. Additionally, there are costs associated with retrieving and refiling documents at these facilities. This might involve the third-party vendor delivering and collecting physical hardcopies at your office or your employees visiting the storage facility to locate, use, and then refile documents. All this time spent on retrieving and refiling physical documents consumes valuable time, and time is money!

Research shows storing physical documents at your office also includes numerous hidden costs. Firstly, physical storage takes up your valuable office space. With each four-drawer file cabinet holding 10-12,000 documents and approximately 9sqft of floor space, this could cost approximately $1,500 per year in your office footprint.

Filing, refiling, and re-creating missing documents in your office cabinets also takes a huge number of resources. A report from the Gartner Group, AIIM, and the US Department of Labor showed that it costs around $20 in labour to file a single document, and an average of $120 to find a misfiled one. Additionally, the Gartner report highlighted that 90% of a business’s information is in documents, underscoring the inefficiency and risk of physical storage.

RISKS OF LONG-TERM DOCUMENT STORAGE

Keeping documents in storage for extended periods can lead to several issues:

Loss: Misfiling or losing documents can result in critical information being irretrievable.
Deterioration: Paper documents degrade over time due to humidity, temperature fluctuations, and light exposure.
Damage: Physical documents are susceptible to water, fire, and pests, making restoration challenging.
Security Risks: Physical documents can be easily accessed by unauthorized individuals, risking sensitive information.

WHY COMPANIES ARE CHOOSING DIGITIZATION

Many businesses are recognizing the benefits of going digital:

Cost Savings: Saving monthly storage fees from 3rd party vendors or storage facilities.
Time Savings: Giving staff instant access to stored digital documents improves productivity.
Efficiency: Digital documents can be easily stored, searched, and retrieved, making staff more efficient in their jobs.
Space-Saving: Digitizing documents frees up valuable office space that can be repurposed for more productive uses.
Improved Security: Digital files can be encrypted and access can be controlled, ensuring sensitive information remains secure.

ADVANCEMENTS IN SCANNING TECHNOLOGY

The technology behind document scanning has come a long way. Today’s advanced scanners handle delicate and old materials with precision, featuring high-resolution scanning, color correction, and the ability to scan large formats.

Our state-of-the-art flatbed scanners are ideal for fragile documents, providing a gentle scanning process without causing damage. They can capture materials with varying textures and light-reflective surfaces, producing images with exceptional quality and detail. This technology allows us to digitize not just paper documents, but also items like fabric, wood, and metal prints, ensuring versatility and high image quality.

THE FUTURE OF DOCUMENT MANAGEMENT

As businesses continue to evolve, the need for efficient and secure document management solutions will only grow. Digitization is not just a trend; it’s a necessity for modern businesses looking to stay competitive. By transitioning to digital archives, companies can enhance their operational efficiency, reduce costs, and improve overall security.

READY TO DIGITIZE YOUR ARCHIVES?

At TR Trades, we offer a comprehensive document digitization service designed save you time and money searching though physical documents.

Our Digital Archive Solutions include:

Batch Document Scanning: Perfect to archive your banker boxes of data.
Batch Drawing Scanning: Ideal for large-format documents or drawings.
Flatbed Scanning: Perfect for delicate or worn materials.
Photo Scanning: High-quality scanning with color correction available.
Slide and Negative Scanning: Preserve your visual history in digital format.
Files labeling.
OCR: Optical Character Recognition conversion.
Raster to Vector Conversion Service, for those requiring DWG formats.
Free storage of your originals at TR Trades during the project
Full-Service Convenience: From complimentary pick-up to secure disposal of originals, we handle everything.

Don’t let your archives slow you down. Contact TR Trades today to get a quote – save your business time, money, and watch productivity rise. Reclaim your data with TR Trades Digital Archive Solutions!

Explore Our Digital Archive Solution