Your organisation’s Records Management Plan is a key component in ensuring that you don’t accidentally misplace, lose or destroy important records. In Australia, however, managing records is more than simply filing your documents in a folder and then storing them in a filing cabinet in the basement store room.
The Australian-created standard, ISO 15489, known as The Standard for Information Documentation – Records Management, specifies how businesses and other organisations should handle their records. Adherence and compliance to these standards as important and necessary as they are, comes with cost. Reducing these costs is perhaps one of the most compelling reasons for organisations such as yours to consider document and book scanning services.
Scanning books and documents to pdf, along with any other paper records, can save your organisation considerable costs while at the same time keeping you in compliance with the industry standards. Below are just a few of the costs that can be reduced through digitisation.
Apart from avoiding the expense of purchasing ever-increasing numbers of filing cabinets and associated file-storage systems, organisations can also save the expensive office real-estate the cabinets and files would take. The office space could be then utilised for activities that would add value to the business, instead of just merely being used as storage space.
Digitisation can help eliminate the costs associated with creating and handling paper media. Your organisation can save on, or entirely avoid, costs for printers, photocopiers, scanners and similar devices. Digitising your current archives and books can help you implement a true paperless strategy for your organisation.
The cost of unproductive workers is less straight-forward, but can also be significant. Consider the following statistics: employees in business that have not yet implemented paperless strategies are estimated to spend up to 40% of their time searching for documents. Consider also that other studies estimate that organisations routinely lose or misfile 7% of their documents. It’s clear that your organisation can save on the cost of lost productivity simply through digitisation.
If you would like to learn more on scanning books and digitisation of your existing paper archives, contact Scan2Archive. Scan2Archive is an accredited vendor for NSW Procurement ICT Services SCM0020 Category G20 Digitisation and a signatory to Queensland GITC5 for Government purchasing.
We are backed by 35 years of experience and AS/NZA ISO 9001:2015 Quality Accreditation. If your business can benefit from having thousands of physical documents scanned and converted to searchable files, then Scan2Archive can assist your business to achieve a paperless strategy.