Making the most of document scanning

Document scanning could offer your business a number of benefits and with this in mind, we thought we’d offer advice on how to make the most of this essential document management tool.

Plan to scan

When it comes to document scanning, planning ahead can help you save time and money. For example, identifying and prioritising in advance which documents are to be scanned is probably the single most important step in the scanning process. Although it might sound obvious, many of our clients underestimate the length of time that this stage can take. The identification process should comprise of two different stages: identifying the documents you need to scan and making sure they have been indexed appropriately.

It can be tempting to scan all documentation, however, it is important to identify documents which will offer the greatest increases in efficiency once they have been scanned. Over time you are likely to find that some documents are accessed less frequently than others, meaning that there might not be any benefit to having them digitized. In addition, duplicate documents should be removed and although it does take time to sort through files, it is definitely worth it in the long run in terms of time and expense. Don’t forget that you can always have additional documents scanned at a later date. However, by ensuring your most used documents are scanned immediately is an efficient way to keep costs to a minimum.

To ensure your business gains maximum benefit from scanning, it is essential identify which document management system you are going to use before the project begins. This is the best way to ensure that the process is configured according to your requirements and that the scanning process is as logical and streamlined as possible. Our team are happy to provide further advice and guidance on this if required.

Lastly, you will need to spend time considering how and where you will store paperwork once it it has been digitised. A number of different options are available; from off-site document storage, through to secure shredding and disposal. Whichever option you choose, don’t forget to make sure that you aren’t in breach of data protection rules.

Contact PDM to find out more

As document management specialists, here at PDM we work with businesses and organisation of all shapes and sizes. If you would like to find out more about the benefits document scanning could offer your business, or to talk through solutions designed to meet your individual requirements, please don’t hesitate to get in touch.

document management systems

Digital document management helps businesses meet social distancing requirements

Document management services from the document management specialists

Moving from a paper-based document management system to a digital one has long offered a wide range of benefits; including cost-savings and increased efficiency. Digital document management also provides a highly-effective way to reduce the amount of physical space required to store paper files and it is these space saving benefits which are helping many businesses meet social distancing requirements.

Digital documents help with a new way of working

Many businesses are preparing to come back to work following months of staff working from home or being furloughed. Finding new ways of working is essential if enough space is to be allowed to meet safe working practices and the social distancing regulations required to help prevent the spread of Coronavirus.

How closely people have to sit together will be a crucial factor and is likely to govern office planning models in the future. This means that if people are to go back to work safely, office layouts will have to be reviewed to ensure that measures such as 2 metre distancing, screens or even back-to-back working are put into place.

Whilst some businesses have plenty of additional unused space at their disposal, many are not so lucky and are facing the stress and upheaval which comes with finding sufficient room for everyone to work safely. This is where digital document management can prove extremely useful and by transferring paper files and documents into digital versions, designed to be stored in the cloud, huge amounts of floor space can be made available.

Not only does digital document management offer a great way to create much needed space, it can also help you develop a more flexible working environment for your staff. Staggered start times or alternate working days in the office become possible as staff are able to access work files from home. In addition, information sharing is instant and straightforward, helping to improve efficiency regardless of how far apart your teams might be.

Get in touch to discover the benefits of digital document management

To find out how digital document management can help you transform the way you run your business and meet the ‘new normal’, get in touch with us to discuss your requirements.