How Document Scanning Can Help Your Company Transition to a Digital Workplace

3 min read
March 28, 2023

Table of contents

In the age of digital transformation, many businesses are recognizing the benefits of implementing a digital workplace strategy. Moving away from paper documents and transitioning to digital formats is an essential aspect of this process. However, despite the increasing prevalence of digital tools and collaboration tools, many companies still rely heavily on paper documents. This can lead to piles of paperwork cluttering up the office space, making it difficult to keep track of important information and documents.

The benefits of a digital workplace

Implementing a digital workplace strategy can bring numerous benefits to organizations. Firstly, it can improve productivity and efficiency within the workplace. Digital documents can be accessed and searched quickly and easily, allowing employees to find the information they need faster. This can reduce the need for time-consuming searches and frees up employees’ time to focus on more important tasks.

Additionally, digitizing documents can improve work-life balance by reducing the amount of time that employees need to spend on manual tasks like filing, organization and searching through paper files, allowing them to concentrate more fully on their job roles, creating a more relaxed and healthy working environment.

Digital documents can also improve collaboration and communication within an organization. With digital files, documents can be easily shared and worked on by multiple team members, making it easier to collaborate on projects and work together towards a common goal.

The crucial aspect of going digital - document scanning

A crucial aspect of moving to a digital workplace is the document scanning process. This involves converting all paper documents into a digital format, making it possible to store, access and manage them digitally. Document scanning utilizes Optical Character Recognition (OCR) technology, allowing businesses to convert even the most complex documents, like tables and diagrams, accurately into digital format.

Document scanning has become even more critical, as businesses have had to adapt to remote work in response to the COVID-19 pandemic. As a result, working with a document scanning expert can help businesses create a seamless transition to digital documents, improving collaboration, communication and access.

Ways digital documents can improve collaboration and communication

Digitizing your documents can bring many benefits to organizations concerning communication and collaboration. Collaboration tools like OneNote, Trello, and Asana can complement document scanning by enabling teams to store and collaborate on documents more effectively.

Project management tools like Power BI and Clarizen can also help track the progress of the scanning project and ensure deadlines are met. Such tools can help to establish a more efficient working environment by ensuring each document is accounted for and that every team member is aware of their duties.

Additionally, since documents are accessible from any location and device, remote work can become more comfortable, as files are easily shared and stored digitally.

Creating a plan to scan all necessary documents

To successfully transition from paper documents to digital formats, businesses need to create a plan outlining the necessary steps that need to be taken. This plan should include which documents need to be scanned, who will be responsible for scanning them, and how long the process will take.

When creating the plan, it is critical to consider the scale of the project and whether the company can handle it internally or whether it requires external expertise. Involving the right experts early on can save significant time and effort later on.

Why companies should work with a professional document scanning company

Although it is possible to scan documents in-house, working with a professional document scanning company is highly recommended. Document scanning experts have the skills, tools and experience to ensure that the document scanning process is completed efficiently and accurately, reducing the likelihood of errors, which could cause delays in the project.

A professional document scanning company will provide a customized plan outlining the process and costs involved, options for storage and access, and the steps involved in digitizing the documents. External companies can also offer additional resources to aid the transition to a digital workplace, helping ensure the project is completed seamlessly.

Embracing a digital future

In conclusion, transitioning to a digital workspace is a crucial step for businesses looking to stay ahead of the curve and keep up with the evolving work environment. Document scanning is an essential aspect of this process, allowing businesses to digitize their paper documents and improve productivity, communication, and collaboration.

Working with a professional document scanning company is highly recommended, and businesses should create a plan outlining the necessary steps needed to complete the project. By embracing the digital future of work, organizations can improve their productivity, employee experiences, and work environment, transforming their businesses for the future.

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