Storing all of your important documents in filing cabinets is a very outdated idea. You should think about having all the paper digitalized in files on your work computers. These files can make your life much easier because you will not be having to deal with bulky paperwork all of the time.
Having the files scanned and digitalized is not just for storage purposes, although this one of the main reasons that you are going to start using this service. Storage is incredibly important for the success of your business. What are some other key reasons for having your files digitalized efficiently by professional scanning services?
You Can Send The Files To Your Investors
Sometimes you will need to send important documents to your shareholders with the help of scan document services so that they can track the company's progress or decide to make some changes. Your stakeholders need to able to make these decisions of quickly as possible without wasting any of their incredibly precious time. They will probably need to communicate with you promptly about some serious matters which can have a direct impact on the success of the business.
You might send them some digitalized files which contain the end of year reporting. Or you might send them a memo about changes to company policy that are being bandied about by the management and you as the owner of the business. You need to make sure that your investors are happy because otherwise, they might want to take their sizeable amounts of money elsewhere.
You Can Send The Files To Your Managers
Some of the paperwork that your business produces will be only useful to the management team, or it may be confidential information which could create a conflict of interest if the general employees knew this information. This confidential information can be stored in encrypted files that can only be accessed by the management team when they need to check something important.
Once the files have been read, the information can then be acted upon for the good of the company. You should make sure that all the managers are aware that the information is for their eyes only. Sometimes managers will wrongly assume that the information can be shared openly. This mistake could lead to the manager and the employees in question being disciplined for a breach of confidence.
You Can Send The Files To Your Employees
You can send files to your employees via their email addresses. Some of these files will be personally tailored to that one employee. For example, their payslips and their contracts can be digitalized. Some of the digital files will be for general use and they can be stored in shared folders that every single employee will be able to use. These documents could include office protocol about what to do in the event of a fire or the protocol for bringing a complaint against another member of staff or a manager. Your employees will not be left out of the loop.
Digitalize your files so that different people can access information.