How Does Document Scanning Increase Productivity (And Save Money)?

document scanningThe idea of getting all your office documents scanned into a digital database seems pretty daunting. Sure, you’ve read that it’s one of the best money-saving office tips for modern businesses, but to actually sit down and scan that entire filing cabinet – or dozen filing cabinets – of documents? We know what you’re thinking. On the surface, it might seem as if engaging in a big document scanning project can do little more than grind your productivity to a halt. All those filing cabinets stuffed with paperwork will probably take ages to get into the system, right? And what then? How on Earth will all that work actually benefit your business?

But the fact is, the upfront work involved with a big project scanning business documents and medical records pays for itself pretty quickly – and you don’t have to do all the work yourself, either. It involves no effort on your part to enlist the services of a document scanning contractor to do the work for you.

Look at it this way: It previously took your employees four or five minutes to pull out that medical record they were searching for in your paperwork-stuffed office. Once your medical record scanning (for example) project is done, it will take less than a minute to bring up the same record on the computer. If a single employee needs to access 20 documents per day – and any office manager will tell you that is a conservative number – just do the math. The old method means an office worker will have spent 100 minutes per day (over an hour and a half) searching for documents. Cut that time down to thirty seconds per document by just calling it up on the computer, and suddenly that figure is down to 10 minutes total for the entire day. That’s an hour and a half of productivity returned to your pocket!

Okay, so what does that actually mean in business terms?

If your average office worker makes $12 per hour, saving 90 minutes per day means you have saved $18 per day per employee, or $90 per week per employee. That’s $4,680 per year on just one employee, based on highly conservative estimates. Even in a small office with just three or four administrative assistants going through documents and records and the like, you’re saving anywhere from $20,000 to $50,000 per year depending on the volume of work and wages.

So there you go. Numbers. Real numbers. (Check the math for your business with our Office Efficiency Calculator.) Numbers that can’t be denied. Saving up to $50,000 per year in a small office means hiring another person to ease work flow, or investing into badly-needed business infrastructure, or, heck, a new fishing boat for the boss.

And none of this even touches on the idea that it will improve your customer service by helping your employees respond to client / customer / patient queries more quickly and efficiently than could have been possible in the past.

No matter which way you look at the numbers, enlisting the help of an agency to help you with business document scanning or medical record scanning is the kind of common sense decision a lot of businesses are benefiting from.

Why aren’t you?