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Document Management

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Why Document Scanning  works - The iTunes Analogy 
Can you remember a time before iTunes when all your music was on CD ? You could meticulously categorise this in alphabetical order or perhaps by genre. In no time at all though the order was "challenged" and perhaps CD's started to go missing or they weren't where you expected them to be. Then along came Apple with iTunes and everything became much easier. With iTunes you can create a playlist of your favourite artists and your can browse in any order you like. Adding a new album is easy, you just drag it over and if you want to share your music with your other computers, you can click a setting and the computer in the kitchen can now play your music.

And back to business 
Document Scanning & Management is a bit like iTunes for your everyday business information. Everything can be centralised in one place and finding a letter, delivery note or bank statement is so much easier if there is one electronic copy that can be viewed whenever you want to, within a few clicks ...

Why does my business need document management ? Below we share just some of the major benefits but if we had to summarise in one line......It's all about.

Increasing productivity & profit Think about how you create and access your company paper records now? Chances are that like the majority of UK businesses, large and small, you create physical  records in paper format and these will include all customer information, accounts payable, purchase ledger, payroll detail, delivery notes, internal correspondence, job cards, despatch details, invoices etc. In short a veritable mountain of paper every year will find a new home within your business and take up residence , whether you like it or not, in hanging and lever arch files, archive boxes, drawers, cupboards and filing cabinets all around your office.  The National Office of Statistics calculates that for every desk in UK businesses there are 3 filing cabinets keeping the desk company. That's good news for manufacturers of filing cabinets but definitely not good news for the efficiency of your business. Cluttered work places do not make for happy or efficient working environments. Document scanning is the answer.

Now consider the alternatives Lets explore the real benefits if you utilised document scanning and all of your paperwork was stored electronically.

Space efficiency By employing even a basic document scanning solution you could free up vital and expensive floor space once occupied by all this storage creating space for productive purposes i.e. revenue producing staff!

Time Saving No more time consuming trips to the filing cabinet only to find the file you want has been misfiled, is on someone else's desk or simply missing. Document Scanning & Management is instantaneous and error proof.

Access Document Scanning & ongoing Document Management offers significant improvements over conventional paper filing by allowing multiple users to access the same document(s) at the same time. This dramatically speeds up communication and subsequent decision making as all interested parties can view, discuss and implement actions simultaneously. 

Consistency With paper based control and purely human input there is always the risk of documentation not being completed correctly and therefore failing to provide the data required for later reference. Document Scanning & Management can be intelligently employed to enforce consistency and quality of information at the level you require. For example, no longer will consistency suffer as you add new employees or temporary staff to cover for sick or holidaying personnel. Different departments may have different inputting, checking or approval processes and once the input criteria are defined a Document Management system will ensure that no shortcuts can be taken by alerting employees that more information is required before allowing them to continue. No more missing information just because a less conscientious employe simply couldn't be bothered to adhere to a pre-determined system.

Productivity & Profit One major and very real hidden cost that any paper reliant business faces is the amount of employee time taken to work with conventional paper filing systems. As an example lets take a £10 an hour employee and assume they take just 5 minutes to get up from their desk, walk to the filing area, find their chosen file, work with it, refile it and return to their desk.  If that happens only 5 times a day then that equates to over 100 hours per annum  - or put another way - just over £1000 per annum in wages - for just one employee. Multiply that realistically by the number of staff who access files every day in your business and the numbers are large enough to make any accountant cry!    -     but there is an instant fix.

A document  scanning & management system that allows staff to find and work with records but without ever leaving their desks can recoup those costs in an instant  AND massively improve productivity. Queues of coffee drinking staff at the filing area or photocopier could just be a thing of the past!

Security However you currently store your documents, electronically or otherwise, it's a good bet that you don't have adequate security or disaster recovery in place. Document Scanning & Management allows you to create copies that can be backed up in a variety of ways, including off-site. This ensures that no unforeseen fire, flood, identity thief or even disgruntled employee can threaten the integrity of your most valuable data.

Document Scanning Software  Some business categories such as legal, accountancy and logistics as well as busy accounts departments, seem to get swamped by paper and handling all of the information coming in on a daily basis is hard work.  A document scanning & management system is the efficient way of finding information faster. It's the equivalent of running iTunes for your paperwork - all of the information is in one place, its easy to search for specific documents and its much faster to categorise  as well. We work with some great solutions including FileDirector, Therefore and Filehold, all in their own right are award winning software packages that are taking the world by storm with tens of thousands of  installs in many major corporations all over the world. We are delighted to be the sole UK authorised added value resellers for FileHold and are particularly excited about working with this innovative and developmental based company.  We will shortly be constructing a dedicated website for Filehold but in the meantime we have much more general information on our microsite - document management

UK wide & FREE impartial advice It doesn't matter where you are in the UK, Click2Scan are able to assist. We support a range of clients up and down the country including Police, NHS, Local Government, Housing Trusts, Global organisations worldwide and UK commercial business's large and small. Whereas we are authorised resellers of quality brands such as Canon, Fujitsu and Kodak scanning hardware we are truly proud to be fully independent giving us the ability to match our customers requirements exactly with the absolute correct product offering whether that be a turnkey document management system or a simple document scanner. Our existing clients  tell us we are "friendly",  "approachable",  "a fountain of expert knowledge", very efficient" and "always delivering on our promises" . If you have a requirement and would like to chat or find out more visit our contact us page or view our client list here

Remember we also offer - * Document Scanner Hire, * Document Scanning Service * Document Scanner Sales: Canon Scanners, Kodak Scanners, Fujitsu Scanners, Contex Scanners *Drawing Scanning Services *Onsite Document Scanning *Document Destruction * Document Data Capture * Film Scanning * Photo Scanning * Photo Album Scanning * Video tapes to DVD / Divx / Mp4 * Book Scanning * Negative Scanning * Artwork Scanning * 35mm Slide Scanning * Plan Scanning upto A0 * Legal Document Scanning * Video to DVD * Document Scanning Software *Document Scanning Licences and Full Ongoing Support Packages *Document Scanner Consumables

If you have a requirement for ANY document management or scanning related issues we can help. Call us on 0845 873 8600 or click on one of our live chat buttons.

The Scanner Range - We are authorised resellers of Canon and Fujitsu Document scanners as well as Contex. Please call us with any questions or enquires - 0845 873 8600.