Small businesses don't need big investments to start scanning, document management
Many small business owners may believe that a switch from a paper-based system to digital can be costly and time-consuming. However, with cutting-edge document scanning services and ongoing remote capture, such a switch is often far less expensive – and more efficient – than they think.
One of the simplest ways small businesses can incorporate document scanning and management throughout their organizations is by using the technology that's already embedded in just about any employee's smartphone, according to small business expert Kim Komando. There are now plenty of apps – most of them free or extremely low-cost – that can scan any paper document and upload it wherever a company needs.
Furthermore, combining that capability with document management software and automated workflows help to ensure the right people see these documents when they need to. In some cases, this may present some security concerns – such as if workers are scanning sensitive information and then storing it on their personal devices – but a little training can go a long way toward ensuring everyone follows the proper protocols and security best practices to keep companies, employees and customers safe.
Selecting the right service
The good news is that there are also plenty of options for document management services available to companies of all sizes, and many of them are based in the cloud, according to The Balance. That means companies won't be required to invest in servers or other document scanning equipment, helping them save on what would otherwise be sizable initial investments. In addition, these kinds of services can be customized to a company's unique needs. Consequently, if they only want to get a better handle on expense reports and other internal documents, that should be no problem, but neither should efforts to digitize documents for years' worth of transactions or client information.
Generally speaking, there are plenty of opportunities for small businesses in particular to utilize document management and document imaging services to improve their operations. However, that means companies have to examine all these options and determine which will work best for their unique needs on an ongoing basis.
