There are a number of good reasons why it makes business sense to digitize paper documents and archive them electronically:
- Increase employee productivity – According to a Gartner survey, typical office workers spend on average 40 minutes per day in finding documents upon which they perform business tasks. Assuming that a document scanning and archiving solution reduces this time by 25% (typical value), a team of 20 people could save 67 hours per month. With an average cost of 50 CHF per hour this would equate to 3ยด350 CHF saving per month.
- Reduce physical archiving space – Invoices, customer or project files, correspondence, contracts, purchase orders or other documents can all be scanned and archived electronically in compliance with archiving regulations, saving precious office space.
- Improve risk management – A recent report indicated that most companies that suffer a total loss of their documentation were out of business within a year. Most companies have regular backups of their electronic data in place; however the same is often not the case for paperwork. Document scanning and archival enables organizations to have copies of documents in the office and off-site. With a proper archiving solution these can be reinstated within minutes of disaster striking.
By using high performance scanning stations it is possible to digitize even the largest volumes of paper documents. Furthermore, by equipping these stations with state-of-the-art image processing, classification and character recognition technology, it is possible to automate the indexing of almost all documents. Finally by transferring the scanned images with the captured index values to a modern Document Management and Archiving system it becomes possible to perform powerful search and retrieve operations and to store the documents in accordance with the company guidelines and government regulations.
Arcplace Paper Archive Digitization solutions:
- Are an end-to-end solution based on leading hardware and software components
- Decrease the time needed to access documents
- Save significant space by eliminating the need to store paper copies of the documents
- Improve risk management by keeping multiple copies of archived documents
- Use latest text recognition and image enhancement technologies
- Can be integrated with existing back-end applications
- Are easily customizable to fulfill unique requirements
- Are compliant with relevant laws and regulations
- Arcplace can support you with Scanning Services
