Document scanning can save small businesses large sums

Often, small businesses operate on thin margins and anything that can be done to boost revenues or cut costs is a welcome move. With that in mind, many entrepreneurs are now considering the benefits of backfile scanning and relying on ongoing document management instead.

There is a number of reasons why companies can get a serious benefit from a new document management system, according to Houston Chronicle Small Business. For one thing, they will be able to save on the ongoing costs of paper, equipment and supplies that goes with printing large amounts of business-related documents, potentially amounting to hundreds of dollars in reduced costs – which can be devoted to other aspects of the company each year.

Getting it right
Companies will also be able to use document management software to set up robotic process automation that makes files accessible to the people who need them, instantly and on-demand, the report said. In addition, digital files can be used collaboratively in real time and can be done in the cloud, so there's no concern about losing data.

And for companies that have a large backlog of old files that would need to be ported into the new system, document scanning services and ongoing remote capture will often help them get up to speed and stay that way, the report said.

Tertiary benefits
In addition to the clear cost- and efficiency-related reasons to make the switch to document management, small businesses might also get the benefits of keeping employees around longer, reducing turnover costs, according to a new study from Nintex. About 62 percent of all employees say their companies have "broken" technology processes and, of that group, roughly 1 in 3 say they're looking for new jobs.

Almost all the workers actively seeking out new jobs say their employers' IT problems are the primary driver behind their motivation to look elsewhere, the survey found.  

When companies can get their IT processes and workflows under control with document management platforms, they will likely see benefits that cumulatively result in significant operational savings going forward.