Did you know that 15% of small business expenditures are related to printing costs?
Even worse, most business owners aren’t even aware of how much money is being wasted through physical document processing and equipment maintenance. In addition, when you own your own equipment, you shoulder the responsibility of upkeep and repairs, and those costs are not always obvious when you review your balance sheet. Switching to a business outsourcing service model allows small businesses to delegate equipment upkeep, which can reduce costs and improve productivity.
Without a work flow strategy, and a clear understanding of how documents are managed and stored, companies can’t weed out inefficiencies or improve processes. By partnering with an experienced document service provider, small businesses not only improve operations but also enhance their competitive edge. That’s because freeing up employees from the time-consuming tasks associated with physical paperwork and equipment maintenance allows your staff to spend more time focusing on your customers.
Without a work flow strategy, and a clear understanding of how documents are managed and stored, companies can’t weed out inefficiencies or improve processes. By partnering with an experienced document service provider, small businesses not only improve operations but also enhance their competitive edge. That’s because freeing up employees from the time-consuming tasks associated with physical paperwork and equipment maintenance allows your staff to spend more time focusing on your customers.
Unfortunately, for most businesses, record keeping can turn into
“out of sight, out of mind.”
If you work in an industry or field that requires you to store documents for a certain length of time, your record keeping could devolve into a pile of overstuffed banker’s boxes shoved in a closet or transferred to an off-site storage facility. With some laws requiring storage for up to 10 years, the costs and manpower associated with document management can be significant. Not only that, but eventually, during the course of regular business operations, you may be called upon to access your stored documents. That means you – or your employees – will likely end up wasting time digging through boxes and trying to decipher unreadable writing or repair damaged paperwork.
In contrast, scanning documents allows you to save your paperwork using an index keyed to your specifications, with customized fields that allow you to compare tables and databases for accuracy. This means you, and your employees, can ditch the dusty boxes and instead access your records through a secure, readily accessible document database. Even better, your scanned paperwork can be safely and affordably shared throughout your business, removing the need to transfer hard copies between different business locations.
Finally, document scanning and/or forms processing can also help your organization conform to tax regulations and remain HIPAA compliant. Encryption and protected database user-rights protocols add an extra layer of sensitive security data. Software packages like OpenText Alchemy enable tracking and auditing of all of the files in your system, allowing you to monitor who opened and emailed a particular file from your database. Additionally, digital documents are easy to protect from fire, flood, and other natural disasters.
Albuquerque Image Products can design a custom document management and scanning strategy to meet your individual business needs.
Let us help you reduce overhead, improve productivity, and streamline tasks by replacing ineffective record keeping and paperwork storage with customizable solutions for every aspect of your document management operations, from scanning, to storage, to equipment purchasing and service. Having that flexibility built-in makes it easier to quickly adapt to the unexpected and to save on overall costs.
Whether you currently use your equipment on-site, or want to use an off-site scanning service, Albuquerque Image Products can help you transform your outdated document management and storage.