The Benefits of Scan on Demand for Stored Documents
For businesses and organisations with significant quantities of physical documents and files that need to be securely stored, space can be a big problem. Not only that, the prospect of updating everything to a digital format might fill you with dread. While there will come a time when everything is digitally managed, some industries and processes still require physical paperwork, and many companies have lots of legacy documents which can make digitising them both time and cost prohibitive.
A great option for those contending with the challenge of costly or inconvenient on-site storage, along with all of the security concerns that this can bring, and facing the need to start going more digital, is Scan on Demand.
How Scan on Demand works
Scan on Demand is a digital storage and scanning hybrid service that enables your important documentation and paperwork to be stored securely off-site, but for individual documents and files to be scanned digitally as and when needed, so that you have access to the information you need quickly and efficiently. This also means that your documents are gradually digitised over time, although the physical versions can continue to be stored if they are still needed in that form too.
You request the document(s) that you need to access from your storage provider, they will locate the document from your physical storage, scan it digitally and then securely transfer the digital file to you online. The file is available immediately and cuts out the waiting for the delivery of physical documents, along with those associated costs, and is far better for the environment.
Scan on Demand benefits
There are multiple benefits to an effective Scan on Demand service from a trusted provider, which include:
- Off-site storage of physical documents in a secure and controlled environment, freeing up space and resources on your own premises
- Removes concerns about security, potential data leaks and access restrictions when documents are stored off-site
- Quick access to documents when required, in a convenient digital format
- Gradual transference of documents to digital format over time
- Flexibility to keep paper documents after scanning when scanning, or securely destroy if appropriate
- Audit trails for all documents
- Helps businesses and organisations to lessen their environmental impact through lowered physical document use and reduced transportation
- Provides a cost-effective solution for businesses with high levels of legacy paperwork wanting to gradually transfer to digital formats.
- All scanning work in accordance with BS10008 legal admissibility of electronically stored information
If you want to discuss your organisation’s document storage needs, whether physical or digital, get in touch with us to find out how we can help.