Why does document scanning work for so many businesses?

These days, many companies are starting to realize the ease and simplicity that comes with going paperless in their offices are key advantages. However, others remain on the fence about such a move, in part because they worry about the transition from paper documents to electronic files. Fortunately, there are a number of benefits to such a move that holdouts may not have considered.

The biggest and most obvious benefit of digitizing documents is that everything runs more efficiently, according to Small Business Trends. But while that can be good behind the scenes, many companies might not think that such a move is also wise because it helps speed up processes that are more consumer-facing, including simple customer service. This also allows for easier file sharing and collaboration between workers.

Another physical benefit
In addition, when companies go about converting paper documents to digital format, they no longer need to keep physical copies around, the report said. That, in turn, allows them to ditch potentially dozens of filing cabinets and other such receptacles to free up plenty of floor space for other things their company might need, including more space for new workers as they expand. 

Further, document digitization can help improve the security of the files companies store, as long as they also make the proper investments in anti-virus and firewall software, because electronic files don't just go missing like paper ones sometimes do.

Stuck in the past?
An additional issue some companies may face in considering such a move is that it would force them to overhaul significant aspects of their previous practices, according to Forbes. Today, only about 12-15 percent of bills are delivered electronically, meaning the vast majority of companies still rely on paper invoicing. As such, the step can be a scary one for some small-business owners who might be worried about gumming up revenues as kinks in the system get worked out.

However, the sooner those owners move to at least investigate the benefits of document conversion, the sooner they'll be able to run more smoothly and efficiently on an ongoing basis. Such an effort will not only be able to help them save money, but also some of the hassles still associated with physical documentation.