Top 3 reasons your business needs a scanner

ADS-2000_Sample-R (1)Filing cabinets are the enemy.

Today, every office worker expects information at their fingertips—whether they’re at work, home or on the road. Your employees and your clients expect answers when they want, how they want, and where they want.

So a scanner is more essential now, than ever.


How it works

A scanner is the ultimate decluttering power tool. It converts information stored on paper into bits and bytes. And it can reduce tens of thousands of documents to just a few megabytes of data stored locally, accessed remotely or even shared in the cloud. While the advantages of electronically stored information are myriad, the top three reasons your business needs a dedicated scanner are: shareability, measurability and security.


Shareability1)     Shareability

Where once documents were transferred through pneumatic tubes and mail carts, they now zip invisibly between people at lightning speed. Documents are attached or embedded as links to online shared drives, eliminating the need for a physical version of the same. You can scan directly to e-mail, USB keys and mobile devices, putting vital info directly in the hands of those who need it, in real time.


Measurability2)      Measurability

With data tracking technology, the person sending information can precisely measure which recipients have received it, who’s read it, and who’s edited it. In a sense, the “document” conveys both the information that can be read, and the metadata about whether recipients are handling it as the sender intended.


Security3)     Security

Paper-based documents can be lost, misfiled, damaged or stolen. But with scanners, you select where your digital copy will go, such as sending to databases with controlled access, or even secure document management services. So, no more papers left in forgotten filing cabinets or on desks for anyone to see!


Further advantages

Did we say three advantages? There are so many more, like :

•     Quicker and easier access to important business or personal information
•     Ability to easily index and cross-reference information
•     Cut costs associated with time spent filing and searching for documents
•     Cut off-site storage costs
•     Increase productivity
•     Easily store, share and use information accessed through a network
•     Save on physical space—cut the number of filing cabinets, shelves and storage areas used for paper
•     Comply with government requirements to store and file certain types of information electronically
•     Preserve deteriorating images and older documents
•     Conserve and preserve valuable documents
•     Turn hardcopy paper documents into editable files through OCR (Optical Character Recognition)
•     Reduce paper
•     Simultaneous access to the same document by multiple users
•     Leverage cloud technology and shared drives
•     Facilitate immediate distribution
•     Versatility—images and information can be easily incorporated into other electronic documents
•     Provide a back-up of important hard-copy documents
•     Improve workflow for scheduling, etc.
•     Make your organization more efficient

Future-proof your office

If you’ve made a New Year’s resolution to improve the efficiency and productivity of your workplace, consider how a scanner can help. While the paperless office may still be nothing more than a futuristic fantasy, a dedicated scanner can help move volumes of paper off the shelves and onto networked devices.

Using a scanner will help you make critical business information shareable, measurable and secure, providing you and your employees with the tools you need for success—no matter what the future throws at you.

Posted on by in Business Solutions, Organization 101, Tips & Tricks | 0 comment(s)