A survey conducted few years ago, established that manual paper based processes can cost up to 22 times more than the computer assisted document processing. The research went on to confirm, that eliminating manual processes can reduce processing time from 4 hours to as little as 10 minutes.
With manual paper based driven processes, businesses automatically inherit inefficiencies and soaring cost of operations. In the past, small businesses had very few or no computer assisted document processing options. Those available options came with a big price tag that only the large size companies could afford. Today, technologies like document management, document and data capture solutions, be it software or hardware are available and very affordable to small businesses. These technologies help small businesses eliminate manual processes; increase productivity, growth and profitability. Many small businesses have realized this and started evaluating and implementing these systems.
Some limitations of paper based systems:
- Business processes being inefficient
- Too much time spent handling paper documents
- High storage and related costs
- Major cost incurred because the right information is not available, to the right people at the right time
- Stress related to inability to meet compliance mandates
- Trouble keeping sensitive business information secure
How does a small business go digital?
Begin by taking one paper intensive process and get it digital. Use document scanners and store digital documents in a well-organized simple windows folder structure. The best choice would be using a document management system but evaluating one against the requirements of the business is very essential. In a short span of time businesses will see immense improvements and cost savings just on that one process. Select the next paper intensive process and tackle that.
The gains a Business should accomplish by scanning and digitizing of paper documents will be
- Being able to search documents immediately
- Preventing the mislaying and misfiling of files
- Easier to back up and archive records
- Easy uploading of documents to a central repository
- Cutting the amount of paper employees must deal with
- Protecting sensitive information with password controlled access
- Enabling multiple workers to simultaneously access the same information irrespective of user’s locations
- Reducing the time to distribute incoming documents
- Eliminating the need to transport physical documents within and between offices.
- Getting back the space claimed by file cabinets.
Paper documents aren’t going away anytime soon, but information residing on paper doesn’t have to remain locked in paper. Nor do businesses have to remain chained to manual paper based processes.
Once the first step is taken towards document scanning, in any organization, no matter how small, the advantages are numerous.
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