<div style="display:inline;"> <img height="1" width="1" style="border-style:none;" alt="Google Ads" src="//googleads.g.doubleclick.net/pagead/viewthroughconversion/982787295/?value=0&amp;guid=ON&amp;script=0">



Go Paperless with Document Scanning and Storage

by Kurt Meemken on November 13

Before the computer came along and streamlined document storage in the workplace, offices were cluttered with piles of papers and endless rows of file cabinets, many of which were overflowing with documents. Prior to today’s document scanning and storage solutions, file cabinets and paper documents were the only way to record and maintain detailed files on business operations, employees and clients.

Today, computers and cloud technology are making it easier for companies to reduce paper documents and navigate toward an office with less hard copy file storage. In an era when everyone is talking about "going green," document scanning and storage is often discussed solely in terms of environmental responsibility. Yes, paperless document scanning and storage is better for the environment. However, there are many other benefits that your company can enjoy when it goes paperless.

Document Scanning and Storage Explained

document_scanning_and_storageFirst and foremost, it is important to understand the scanning portion of going paperless. The decision to reduce your number of file cabinets and endless stacks of paper documents doesn’t mean an intern has to spend the next two years at a computer indexing each document for search terms.

Document scanning and storage solutions make it much easier for any office to transition to an electronic filing system. Advanced scanning systems are capable of helping your company convert paper documents into electronic documents that are stored on company servers. Advanced optical character recognition and intelligent character recognition help eliminate errors in document scanning.

These technologies are capable of reading through every document you scan to find key terms and formats. The system learns to associate terms and formats with particular document types. Going forward, you’ll be able to scan invoices, employee expense reports and customer order forms, and easily store them in the appropriate electronic file folder.

Benefits to the Business

Again, document scanning and storage is about more than going green. Yes, your company will save money on paper, dedicate less office space to file cabinets and waste fewer resources. The true benefits of going paperless lie in the improved workflow and flexibility of your new document storage system.

File Formats

With files stored electronically, the employee productivity improves exponentially. For example, electronic document storage gives your employees the ability to store and access multiple formats for a document.

Once your files are converted through document scanning, your employees can instantly access the same file in each of the stored formats. Different versions can be stored on the company servers and employees have instant access to the file in the format they need, when they need it.

Sharing & Sending

Sending and sharing files just got easier too. As just mentioned, paper documents had to be scanned and saved on a hard drive in the past before being shared. In some cases, copies had to be made and money spent to securely ship documents in the mail. With your company’s files stored electronically, your employees can send them via email, share them over the server at work or place them in enterprise document management systems (such as SharePoint) to share them with coworkers or clients.

Personalize Workflows

Document scanning and storage also makes it simple for administrators and group managers to personalize workflows for their employees. Files can be scanned and uploaded, and administrators can configure file folders and settings that notify an employee to take action on a specific document for processing.

Secure Data & Information

Last but not least, electronic document scanning and storage helps secure the sensitive information your company handles on a daily basis. Electronic file folders and servers can be secured with software programs that restrict access to folders, subfolders and specific files to those employees with the clearance to access them. Additionally, security programs can prevent hackers from gaining network access, while tracking who accesses what files.


As you consider document scanning and storage for your business, think beyond the concept of "going green," because the benefits don’t end there. To talk with a specialist about solutions for your business, request a consultation.

Talk to a Document Management Specialist

Topics: Document Management

Effective Communication: 3 Ways to Avoid ‘We’ve Always Done it That Way’

When things go wrong or conflicts arise among coworkers, it’s easy to label it a “communication problem” and leave it at that. Often, however, labeling is less than useful, because solving...Read more

Should I buy my business printer from the big-box store?

It’s easy to go and buy a printer from a big box store (think office supply stores or tech chains). It’s supposed to be. In fact, that’s the business model. Granted, if you are only going to...Read more

3 Myths about investing in a digital video surveillance System

The reality of digital video surveillance is exciting. But, likely doesn't quite match the picture you've built from how it is often portrayed. Think of your favorite crime television show,...Read more

Purchasing Process Comparison: RFP vs. Cooperative Contracts

The original intent for the Request for Proposal Process made sense. As part of the bid letting process for state agencies, schools and non-profits, it was a clear way to find out what your...Read more

Is Unified communications right for your business? Answer These 7 questions

Some organizations are comfortable with their operations, happy with the status quo and satisfied with their level of productivity and profit. But if that doesn’t sound like your business, I...Read more

Managed Print Services in the Law Firm: A Cross Examination

Employees at law firms are accustomed to asking hard questions, questions that might not be comfortable. In court, this often means the cross examination of a witness. In your firm, are you ready to...Read more

Notes from the Field: tips for Technology Troubleshooting

When I’m not training to stay ahead of the latest trends in technology, I’m out in the field problem solving. As a consulting engineer on a lot of projects, I’m seen as the expert, but somedays I...Read more

4 Ways Migrating to The Cloud helps you sleep better at night

No, this isn’t a blog about comfortable mattresses or pillows. This is about hosted services and the importance of finding the right partner to help you make the transition. A good service...Read more

Time for an Upgrade: 4 ways your old printers are costing you money

Old printers - like old cars - can begin to eat up your budget with maintenance costs, energy costs, supply costs and ultimately productivity costs. How do you know when to keep them or when it’s...Read more

Free Communications tools maybe not so free: A UCaas Workaround

We all love free apps and communication tools that make our life easier. We use them as a consumer and we use them from home, but when you try to bring the same tools to your work setting, it can be...Read more

Secure Printing in the Law Firm: Not Just Nice to Have

Outside of some government and finance organizations, law firms’ may generate more confidential information than any other industry. Client files and case records need to be both readily...Read more

Get your next phone system faster + More affordable with a Cooperative Contract

The purchasing process for government, education and healthcare organizations is not always easy or efficient. It often involves the complexities of the RFP process, followed by...Read more

4 ways to Increase collaboration in your organization with UCaaS

In the not too distant past, collaboration in your organization probably came in one form: an in-person meeting. Everyone sat in the same room, discussing the topic at hand and taking...Read more

Are Desk-Based Phones Dead?

Our smartphones have evolved a lot in the past ten years since the introduction of the iPhone. They are now more like a handheld supercomputer with a multimedia studio built in. It’s easy to...Read more

St. Norbert College Case Study: 4 Managed Print lessons learned

Ruth Johnson, Director of Auxiliary Services at St. Norbert College had a problem, but it was not a new problem. It’s the problem most college administrators face: how to cut costs and maximize...Read more

When You Should Start Thinking About Switching Telecom Services

When you think about switching telecom services, it’s not a small decision. You will probably need to read the fine print on documents that you may have chosen to ignore up to this point. It will...Read more

Effective business Communication Tools

Nearly every project begins and ends with communication. In fact, workplace communication functions as the foundation for almost everything a workplace accomplishes. Communication is how we delegate...Read more

Is Your Desktop Phone keeping up with your smartphone?

It’s an old joke by now - the one about how “I have so many apps and features on my smartphone that I forgot I could use it to make calls.” We get so caught up in all the things it can do,...Read more

How Much Do Poor Business Communication Tools and Practices Cost You?

How much time do you think you spend just trying to communicate with co-workers? Subtract the time you actually have productive conversations – instead add up the time it takes to hunt down your...Read more

Who is Responsible for Your Organization’s Print Office Technology?

Do you feel like the money you spend on office printing and printers is as efficient as possible, or does it seem like a game of whack-a-mole? A printer goes down, you fix it. A toner cartridge is...Read more

Your communication systems Cheat Sheet for Finding the perfect Solution

If you thought that getting a new phone system would be a breeze — a simple case of counting your employees and getting price quotes — you may need to rethink things. The array of options for your...Read more

4 Tools to Boost Your Law Firm’s Productivity

Law firms are document-centered. It’s a fact. It’s crucial that the right document gets in the right file so it can be retrieved at the right time with the right level of security. Inefficiency and...Read more

Hosted Unified Communications Means Never Being Tied To Your Desk

Relying on a single form of business communication is uncommon and, frankly, impractical. Your employees have office phones at their desks, workstations equipped with business applications,...Read more

3 Ways Managed Print Services Could Save Your Legal Firm Time & Money

In law firms, like many other organizations, time is money. And because money drives business, optimizing your time is key to success. In the legal industry, a lot of time is spent printing due to...Read more

5 Ways Unified Communications Improves Employee Productivity

For businesses, effective communication can mean the difference between success and failure. Business communications affect both internal and external relationships. Internally, effective...Read more