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How Office Employees Can Convert Paper Into Digital Documents

Posted on by Mother Board

It is a fact that paper is a staple of office work today, and it has been for centuries and will continue to be essential in years to come. Workers today can use paper for memos, financial reports, and much more, and hardware exists to manage the papers on the work site, such as folders, filing cabinets, and even cardboard boxes that can be stacked. However, for all its perks, paper can be a liability in some ways, and once too much paper has accumulated into the office, it can become a real hazard. For this reason, document conversion services can be hired for document imaging services, as the name suggests, and converting documents can be a real relief for the workplace. Why are document conversion services so important for offices and other work sites that are overflowing with paper? A service for converting a document can help the client company remove a fire hazard and even remove the chances of corporate espionage. Document conversion services can do a lot of good, and a service that scans on site will quickly convert excess paper documents into digital forms.

The Need For Document Conversion Services

At first, it may sound like a simple convenience to hire document conversion services, and to some, this may sound like an extravagance for those with excess fondness for computers. But those who are skeptical of constant computer use should be aware that paper documents can become a serious liability in the workplace, and this issue can cost a lot of money and time on the company’s part if the problem persists long enough. For one thing, paper documents can become lost or misfiled through human error, and while workers can be careful while handling paper, human error is inevitable, and there can be costs for it where paper documents are involved, often literally. This is somethin that managers will quickly take notice of. Money is spent to produce and file a paper, but as much as $120 or so may be spent on recovering a misfiled document, as reproducing a lost document may cost as much as $200 or so. And if an office is losing or misfiling a lot of documents, this can add up to a startling total over time. In fact, a global survey recently determined that document challenges can account for as much as 21.3% of productivity loss in the workplace.

Losing or misfiling papers isn’t the only hazard when excess paper is in the workplace. All of that paper has to go somewhere, and the filing cabinets and boxes for all those papers take up a lot of room that could be used for other purposes instead. On top of that, all this paper is a fire hazard, and workplace fires are more common than some may realize. Exposed and damaged electrical wires, for example, may touch a carpet, papers, or a drape on the window and set it on fire, and if a fire spreads to stored paper, this results in not only a blaze, but also the loss of a lot of information. To prevent such hazards, document conversion services can be hired to take care of paper for good.

Why Convert Paper

One major reason to convert a mass of paper documents into digital form is to simply avoid the liabilities and hazards mentioned above. Paper documents are stored in computer servers or Cloud storage, rather than filing cabinets, so converting all those documents clears up room and removes a fire hazard. Once files are scanned this way, they are shredded and taken out for paper recycling. This can also reduce rates of corporate espionage and other harmful activity where papers are concerned.

Going digital with the documents also means that remote workers and traveling employees and managers can access files remotely at any time, such as accessing the company’s Cloud storage online. This is a real advantage for employees who are on a trip, or those who work remotely from home. Mailing these documents by paper would be far too slow, but digital documents can be sent and received nearly instantly. This makes virtual offices at the home a possibility, and many workers choose this route.

110 thoughts on “How Office Employees Can Convert Paper Into Digital Documents”

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