Man operating document scanning equipment

Benefits of Document Scanning and Storage Services

Document scanning and storage services can be of great benefit to businesses in numerous ways.

Archiving for taxation purposes is one important reason. It is a requirement that all tax-related business documents are stored for seven years. Law offices and doctors’ offices are required to store business documents for even longer.

All of these hard copy documents can take up a considerable amount of space. And, if needed at some point in the future, they can be extremely difficult to sort through and reference.

There are three primary benefits of using professional document scanning and storage services:

  1. Ease of finding and accessing documents
  2. Save on storage costs
  3. Information security and disaster recovery

Ease of Access to Important Documents

A primary benefit of business document scanning, storage, and retrieval is that with digitization, the data can be easily found, read, and retrieved quickly. Files can be named, organized in folders, indexed, and stored on DVD or CD as per the client’s preferences. Alternatively, they can be uploaded to a digital storage location as directed by your business. Once document scanning and storage are complete, it only takes a few seconds to access and retrieve the exact documents you need, which can then be printed.

Elimination of Storage Costs

The second major benefit of business document scanning and storage services is that they alleviate the unnecessary need for valuable office space specifically designated to house printed hard copy documents. In the long run, document scanning and storage services cost less than traditional paper storage. Should an employee ever need to access a document, it also eliminates the need for a physical search, resulting in much-improved productivity.

Information Security and Disaster Recovery

The third benefit of business document scanning and storage services is that there is no deterioration over time. This means your scanned business documents are more secure than paper documents should your business experience any form of disaster such as flooding, fire, network failure, computer failure, or ransomware attack. Document scanning and archiving services also provide you with anytime access to data no matter what situation has required the retrieval of digitally stored documentation.

In the long run, the three benefits of document scanning and archiving services mentioned above can mean significant savings in time and costs for your business.

Have More Questions On Document Scanning and Storage Services?

Our experts at PRI Graphics in Phoenix, AZ can help capture all your business documents in electronic format so they are easy to access, do not take up unnecessary office space, and are protected against deterioration.

For more information about our document scanning, storage and archiving services in the Phoenix area, please speak with our Arizona printers directly by calling Toll Free at 1-877-409-8889 or contact us online.

You can read more on this subject in this article entitled, File Management Practices Every Small Business Should Follow.