Why Outsource Document Scanning: Confessions of a Corporate Hoarder

2 min read
March 31, 2023

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I used to be a hoarder. Not of old clothes or magazines, but of paper documents. For years, I all but refused to throw away anything that had even the slightest potential of being useful someday. My filing cabinets were overflowing, and I had piles of paper stacked up on every surface of my office. I was a corporate hoarder, and it was holding my company back.

Sadly, my habits are not uncommon. Many businesses still rely almost entirely on physical paper documents. This is understandable; for decades, paper was the norm, and digital files were still in their infancy. But clinging to outdated methods can cause major headaches later on.

For one thing, the high volume of documents can use up valuable office space. Finding important documents can be a chore, as they may be buried under piles of irrelevant ones. Keeping track of versions of documents can be a nightmare, especially if there are several areas involved in their creation and revision. More importantly, using paper processes can slow down productivity; every document processed, copied, and filed is time wasted. It's essential for businesses to convert their paper to digital files, and outsourcing document scanning is an excellent way to do so.

Outsourcing the scanning process has many benefits, including freeing up valuable office space, reducing the need for human resources, and improving quality control. By outsourcing the scanning process, companies can take advantage of the expertise of document scanning services. This approach ensures professional-grade document imaging, accurate indexing and record-keeping, and effective document management solutions. Outsourced document scanning also allows companies to conserve their resources and concentrate on other primary business activities.

Of course, there are likely to be some objections to outsourcing, but these can be easily addressed. One objection is that outsourcing will cause loss of control over the scanning project. On the contrary, a good document scanning company will work with businesses to ensure that they retain complete visibility and control over their document imaging and management system. The scanning job can be tailored to the business's unique needs, resulting in the highest level of control and quality.

Outsourcing also eliminates the need to invest in expensive technology and staff training. Document scanning services employ highly experienced and trained personnel who use state-of-the-art scanning equipment which provides superior results, backed up by enterprise-grade software solutions for data management. Outsourcing also sidesteps the need for bulky paper filing cabinets, freeing up substantial office space.

Making the decision to outsource document scanning can be scary at first, but the benefits outweigh any potential concerns. There are many document scanning companies with highly qualified teams of experts in document imaging, document management, and record-keeping. These companies can easily take the burden of manual document management off a business's shoulders.

As a reformed corporate hoarder, I have seen the light. My office space is much more pleasant to work in now that I've eliminated years of accumulated documents. Digital files make document control much easier, and my team can now collaborate more effectively. And while it was tough to let go of my beloved paper documents, it's been a great feeling to know that we are on the right track. I can't say that document scanning has made me a minimalist, but it has certainly improved my business productivity - and that, in the end, is what matters most!

Drowning in a sea of paper? No problem! Get a quote to scan your documents!