Just about every business out there has documents that need to be protected and archived. Whether the documents are paper or digital, there are tonnes of solutions out there to help your business. However, choosing what services are right for your business can be tough.
There are just too many document services out there. To help your business find the right document services. We’ve highlighted three of the most important services for your business.
These three services will protect your documents and help you transition from paper to digital. Before we cover these three important managed print services, it’s important to ask the following questions:
What is the budget for my company? What types of documents am I looking to scan and protect? What type of hardware (computers, scanners, printers) does my company use?
Answering these questions will help you determine what document services are right for your business.
And now, here are the top three document services.
1). Scanners. Document scanning solutions may allow you to take advantage of financial deregulation in order to enhance your firm’s efficiency. Systems that allow for the scanning of physical financial documents-checks, receipts, forms that can then be electronically sent to institutions or processed on site, can reduce waiting time from days to mere minutes, allowing business to increase their rate of operation.
Many firms have scanning equipment, but occasionally experience periods of vastly increased the need for capacity. In case such as these, it may be more cost-effective to rent high-end equipment rather than purchase it. A document scanning solution that is appropriate here would include a consultation to ensure the proper mix of scanners was delivered to the necessary location. By renting high volume scanners, you could complete tasks with greatly enhanced speed and accuracy, without incurring the full cost of such equipment.
2). Document Management Solutions. As much small and medium business adopt a distributed teamwork model (virtual assistants, flextime workers, multi-nation teams) web-based solutions become more important. Document management solutions are no different.
They require no client software installation and can be accessed securely from any connected device. Elimination of support and client-side upgrades means that cost is reduced even further.
3). Business continuity solution. When you have come to rely on document management and scanning software as crucial assets of your business, any disruption in service can be incredibly dangerous, resulting in loss of revenue and disappointed clients. A business continuity solution addresses this issue by providing true disaster recovery and regular backups of information. If a server should go down or be physically damaged, this solution will ensure that your business can continue.
All of the above solutions can be combined in a number of permutations for companies that require end-to-end, robust systems. Working with document management software vendors will help you find the right solution. Depending on the comfort level of your firm, you can outsource all your scanning needs or only those that are beyond your staff’s ability to reasonably handle on a day-to-day basis.
The range of document solutions is true as broad as the imagination of business owners and solution providers. By carefully thinking through exactly what your needs are as a businessperson, you can set yourself up to receive the ideal document scanning solution for your business.