Published: Thursday, 28 April 2016 12:08
Written by Super User
Why is a Paperless Office Desirable?
How many times have you heard the term ‘paperless office’? No, it’s not a myth, it’s actually something that can be easily integrated into any working environment thanks to technology.
Here are 10 reasons why you should think about going paperless:
1. Easy storage and file-sharing
We’ll start with an obvious one. Going paperless means that all the documents coming into your office can immediately be scanned and electronically stored with minimal effort. This makes it easier to send all relevant information to everyone who needs it.
2. Time savings
A paperless office means that time spent looking for documents is a thing of the past. Searches can be done quickly and efficiently, producing results in seconds. As all the documents are stored in the same organised manner, they and are easy to retrieve, review and edit.
3. More space
Another obvious point, however an important one nonetheless. A reduction in paper documents means that you’ll have more space than you could’ve dreamed of.
Digital documents allow multiple users to access files simultaneously. This makes life much easier for instances when more than one user needs access to a single document – or in cases when the individuals are on multiple sites.
5. Reduced costs
Printing hard copies of documents requires many different elements. Paper and printers both cost money to replace and upkeep, whereas storing files is a low cost way to keep all documents in one, secure place.
6. Help the environment
The environmental costs of paper production have been well-documented, however by cutting down on your paper consumption, you are helping reduce your company’s carbon footprint – which can then be included in your CSR (Corporate Social Responsibility) strategy.
Unlike paper documents, digital files can be stored on secure servers. This means that only authorised users are able to retrieve certain documents, severely reducing the chance of it falling into the wrong hands.
8. Never lose anything again
How many times have you lost a paper file? Digital documents are secure and usually backed up by servers, meaning that endless searching for documents becomes a thing of the past.
9. Easy recovery
Recovering destroyed paper documents is extremely hard. As electronic documents can be easily backed-up and stored offsite or in a cloud, keeping electronic documents off-site is a much more effective method of ensuring that you never lose that all-important file.
10. No need for waste disposal
In today’s conscious society, we are encouraged to recycle almost everything. However the amount of waste paper that one office produces means that disposing of this comes at a cost. By minimising your paper consumption, you will save both time and money on waste disposal.
Published: Wednesday, 27 April 2016 12:34
Written by Super User
A Digital Mailroom Can Increase Productivity
A functioning mailroom is an important part of any business, with huge amounts of company crucial information filtering through the post department every day. As mail volumes grow however, operating a traditional mail room with manual handling of documents can be slow, labour intensive and inefficient compared to operating with a revolutionary digital mailroom system. At Pearl Scan our Digital Mailroom services have helped many UK businesses improve their productivity for a number of different reasons.
Reduce the Risk of Lost Information
How many times has an important deadline been missed due to lost mail, or a customer has received less than perfect service due to an unorganised mailroom system? A digital mailroom service can create a digital data base of all incoming post, meaning that no file is ever lost in the depths of a physical archive. This improved visibility of documents can ensure no vital correspondence ever goes under the radar, speeding up workflows as a result.
No Geographic Limitations
As the internet and digital technology has shifted the ways many companies operate, businesses can easily develop across many cities or countries and many employees are now working remotely. This geographic expansion is made easier and more streamlined by implementing a digital mailroom solution, as all necessary information can be delivered to staff, worldwide and in an instant by using digital mail.
Text Searchable Archiving
Once all collected mail has been carefully prepared and scanned in high quality, we index the documents and process them with OCR (Optical Character Recognition) so that staff can quickly search their internal database for the letter or document needed to help them with their day. Time is saved that would be previously spent searching though physical archives or unorganised filing systems with the use of a digital mailroom system.
Relief from Time Consuming Manual Tasks
When businesses use our expert digital mailroom services, we collect a company’s mail every morning, cutting out the need for mail to even be delivered to an office at all. We carefully filter, sort and prepare all documentation carefully for scanning too, based on given criteria set by business owners before successful delivery of mail to its end user. All physical and manual work involved with operating a traditional mailroom is taken away, meaning staff can be re-deployed to spend more time on other valuable tasks to help in the running of a business.
Find out everything you need to know about Pearl Scan’s digital mailroom and how it could benefit your business by clicking here.