Document Scanning

4 Big Ways to Boost Your Business By Going Digital

At one time, there was no business on Earth that could operate without shuffling a lot of paperwork. In many ways, paperwork was the lifeblood of business, containing all the data, facts, figures, plans, and information needed to keep the dollars flowing in and out.

New laptop on a table at modern office

New laptop on a table at modern office

That is no longer the case. Thanks to digital technology, document scanning, and changes in how we conduct business, the paperless office (or nearly paperless office) is a reality.

Many business owners assume the idea of a “paperless office” is only for tech, IT, and financial businesses; that it doesn’t apply to small and mid-sized businesses like theirs, especially if they deal with a lot of customers.

But that assumption is wrong. To understand why, you first need to understand how document scanning and paperless initiatives can benefit you:

1) Improves Your Customer Service

The nature of your business doesn’t matter, a general rule is going to apply no matter what: customer service is paramount.

You ability to succeed and grow begins and ends with your ability to service your clients’ needs. Going paperless can be a big boost in that regard. You can ensure their phone calls and visits are resolved quickly when the information they are looking for – copies of a contract, old medical records, past invoices, and so on – can be retrieved quickly and easily.

That means your customers will walk away happy, and happy customers are return customers.

2) Boosts Your Employee Productivity

No one likes to shuffle paperwork. The feeling is nearly universal: employees hate it.

When you eliminate paperwork and instead have all those documents at the tip of their fingers, however, you give your employees the ability to work smarter rather than harder. This lets them hunt down those old invoices, review that contract from two years ago, and so on with minimal effort.

And that will not only make them happy, it will make them far more productive, too.

3) Saves Your Business Money

A result of having more efficient employees is that your employees can do more with their time. You might not need as much staff, or they might not have to work as many hours. That has a direct impact on your bottom line.

You can do the math yourself and see: If your typical employee has to dig up 20 documents per day, and it takes five minutes to find each document, that’s over an hour and a half per day sorting through papers.

If it instead takes 10 seconds when that document is scanned into the computer, they will have saved 100 minutes of work per day. At $12 per hour, that’s nearly $5,000 annually.

The numbers don’t lie.

4) You’ll Enhance Your Security

When it comes to identity theft and electronic theft, the biggest vulnerability for businesses with data to protect – legal offices, medical practices, contractors, those in the financial sector, and so on – comes in the form of good old fashioned paperwork.

Rummaging through dumpsters is still the primary way thieves get access to key data about you, your employees, and your customers. It’s how criminals clone your checks, get your bank account numbers, and more.

By going digital, your data can be safely encrypted, keeping it safe from prying eyes even in the virtual world.

That kind of security is priceless.

Are you ready to take your business virtual today?

10 Kinds of Documents You Should Be Archiving and Shredding

Smart business owners know their paperwork is more than just a stack of documents. All that paperwork contains the information that allows their business to function – and that means those documents need to be protected.

document protection
document protection

Think about it: you work with confidential information every single day, from credit card numbers to Social Security numbers, checks, pay stubs, private contact information, and more.

Paperwork containing this information needs to be disposed of properly. This is not just for the protection of you and your clients, but often because it’s the law, depending on your type of business.

Protecting this valuable information begins with two things: shredding sensitive documents and ensuring those documents are scanned and securely backed up.

So what documents should you be shredding and backing up? Here is a list of key paperwork you should be shredding and, in some circumstance, scanning:

1. Employee information and personnel files – Your employees will appreciate that you are looking after their privacy.

2. Social security numbers – Anything with a social security number on it can expose people to identity theft, so be wary of documents containing this information.

3. Medical Records – This one is huge, because HIPAA regulations are stringent when it comes to protecting medical information. Violations can result in fines and even the loss of a medical practice license.

4. Canceled Checks – Using cancelled checks to create “new” checks, and in turn bleed an account dry, is an old practice used by savvy thieves. A move towards paperless business operations can help prevent this.

5. Receipts & Invoices – They may seem like insignificant scraps of paper, but in fact they can be used to find out your internal spending, your overhead, data about your business partners, and more. This is sensitive information, so be sure to have this material backed up and shredded.

6. Client Lists – A list of information this sensitive is not something you want to get into the hands of competitors.

7. Credit card numbers – If you have documents with credit card numbers on them, they should be shredded. A common form of theft is to go through a business’s garbage and look for such numbers. Shred them!

8. Bank account numbers – Do yourself a favor and have all your banking documents stored in a secure, encrypted digital environment.

9. Memos & Internal letters – Memos may not seem like much, but they can provide your competitors with information on how you run your business. There may also be information in such documents that could cause privacy concerns or expose you to legal trouble. Have them shredded!

10. Pay stubs – Pay stubs contain sensitive information about your employees. Be sure to properly dispose of them so identity thieves cannot get their hands on them.

11. Tax records – No matter the type of tax documents, don’t let this data get into the wrong hands. This is especially true of W2 and 1099 forms.

No matter the kind of business you run, security is important. In today’s world, criminals have any number of ways of making life more difficult for you, your employees, and your business partners.

But if you’re smart, you can prevent it. It all begins with digital archiving and document shredding.

4 Ways Your Business Benefits From Going Digital

At one time, there was no business on Earth that could operate without shuffling a lot of paperwork. In many ways, paperwork was the lifeblood of business, containing all the data, facts, figures, plans, and information needed to keep the dollars flowing in and out.

New laptop on a table at modern office
New laptop on a table at modern office

That is no longer the case. Thanks to digital technology, document scanning, and changes in how we conduct business, the paperless office (or nearly paperless office) is a reality.

Many business owners assume the idea of a “paperless office” is only for tech, IT, and financial businesses; that it doesn’t apply to small and mid-sized businesses like theirs, especially if they deal with a lot of customers.

But that assumption is wrong. To understand why, you first need to understand how document scanning and paperless initiatives can benefit you:

1) Improves Your Customer Service

The nature of your business doesn’t matter, a general rule is going to apply no matter what: customer service is paramount.

You ability to succeed and grow begins and ends with your ability to service your clients’ needs. Going paperless can be a big boost in that regard. You can ensure their phone calls and visits are resolved quickly when the information they are looking for – copies of a contract, old medical records, past invoices, and so on – can be retrieved quickly and easily.

That means your customers will walk away happy, and happy customers are return customers.

2) Boosts Your Employee Productivity

No one likes to shuffle paperwork. The feeling is nearly universal: employees hate it.

When you eliminate paperwork and instead have all those documents at the tip of their fingers, however, you give your employees the ability to work smarter rather than harder. This lets them hunt down those old invoices, review that contract from two years ago, and so on with minimal effort.

And that will not only make them happy, it will make them far more productive, too.

3) Saves Your Business Money

A result of having more efficient employees is that your employees can do more with their time. You might not need as much staff, or they might not have to work as many hours. That has a direct impact on your bottom line.

You can do the math yourself and see: If your typical employee has to dig up 20 documents per day, and it takes five minutes to find each document, that’s over an hour and a half per day sorting through papers.

If it instead takes 10 seconds when that document is scanned into the computer, they will have saved 100 minutes of work per day. At $12 per hour, that’s nearly $5,000 annually.

The numbers don’t lie.

4) You’ll Enhance Your Security

When it comes to identity theft and electronic theft, the biggest vulnerability for businesses with data to protect – legal offices, medical practices, contractors, those in the financial sector, and so on – comes in the form of good old fashioned paperwork.

Rummaging through dumpsters is still the primary way thieves get access to key data about you, your employees, and your customers. It’s how criminals clone your checks, get your bank account numbers, and more.

By going digital, your data can be safely encrypted, keeping it safe from prying eyes even in the virtual world.

That kind of security is priceless.

Are you ready to take your business virtual today?

4 Ways Going Digital Benefits Your Business

At one time, there was no business on Earth that could operate without shuffling a lot of paperwork. In many ways, paperwork was the lifeblood of business, containing all the data, facts, figures, plans, and information needed to keep the dollars flowing in and out. 

New laptop on a table at modern office

That is no longer the case. Thanks to digital technology, document scanning, and changes in how we conduct business, the paperless office (or nearly paperless office) is a reality.

Many business owners assume the idea of a “paperless office” is only for tech, IT, and financial businesses; that it doesn’t apply to small and mid-sized businesses like theirs, especially if they deal with a lot of customers.

But that assumption is wrong. To understand why, you first need to understand how document scanning and paperless initiatives can benefit you:

1) Improves Your Customer Service

The nature of your business doesn’t matter, a general rule is going to apply no matter what: customer service is paramount. 

You ability to succeed and grow begins and ends with your ability to service your clients’ needs. Going paperless can be a big boost in that regard. You can ensure their phone calls and visits are resolved quickly when the information they are looking for – copies of a contract, old medical records, past invoices, and so on – can be retrieved quickly and easily.

That means your customers will walk away happy, and happy customers are return customers.

2) Boosts Your Employee Productivity

No one likes to shuffle paperwork. The feeling is nearly universal: employees hate it.

When you eliminate paperwork and instead have all those documents at the tip of their fingers, however, you give your employees the ability to work smarter rather than harder. This lets them hunt down those old invoices, review that contract from two years ago, and so on with minimal effort.

And that will not only make them happy, it will make them far more productive, too.

3) Saves Your Business Money 

A result of having more efficient employees is that your employees can do more with their time. You might not need as much staff, or they might not have to work as many hours. That has a direct impact on your bottom line.

You can do the math yourself and see: If your typical employee has to dig up 20 documents per day, and it takes five minutes to find each document, that’s over an hour and a half per day sorting through papers.

If it instead takes 10 seconds when that document is scanned into the computer, they will have saved 100 minutes of work per day. At $12 per hour, that’s nearly $5,000 annually.

The numbers don’t lie.

4) You’ll Enhance Your Security

When it comes to identity theft and electronic theft, the biggest vulnerability for businesses with data to protect – legal offices, medical practices, contractors, those in the financial sector, and so on – comes in the form of good old fashioned paperwork.

Rummaging through dumpsters is still the primary way thieves get access to key data about you, your employees, and your customers. It’s how criminals clone your checks, get your bank account numbers, and more.

By going digital, your data can be safely encrypted, keeping it safe from prying eyes even in the virtual world. 

That kind of security is priceless.

Are you ready to take your business virtual today?