Most businesses, regardless of industry, share one thing in common: owners, leaders, and managers are always on the lookout for new ways to improve efficiency.

Why, then, are some companies still spending hundreds (if not thousands) of employee working hours every year still dealing with hard copy paperwork, locked away in hard-to-reach filing cabinets, when digitization is so much easier?

We think we might know why—and that’s why we’ll begin today’s post with a little myth-busting about the process of digitizing a large collection of paperwork. It’s a whole lot easier than you might think.

benefits of cloud backupsWorried That It’ll Take Too Long to Scan All That Paperwork? Here’s Why it Won’t – If You’re Using Xerox Technology

The most common reason for a business to put off digitizing their hard copy paperwork is the fear that the process will just take too long—after all, if your business has been operational for, say, a decade, that could translate to veritable reams of paperwork being stashed away in any number of filing cabinets and storage units.

The reality, fortunately, is that Xerox technology makes scanning large amounts of hard copy very easy. If you’re imagining scanning one page at a time, that’s not how it works—more like “piles of pages” at a time, quickly, and with automated file creation, naming, categorization, and organization onto a local server or cloud storage platform such as DocuShare Flex, Dropbox, Google Drive, Office 365, or one of the many other providers supported by Xerox.

With software solutions like Umango and others, the digitized files can be organized with remarkable precision. Your printer will be able to, for example, tell the difference between an invoice and a cover letter, or an expense report and a resume. After detecting the type of document, the file will be assigned a name that makes sense and placed into the correct directory, e.g., invoices from 2014 in a folder called “2014 Invoices” and so on—and that’s actually quite a simple example.

The point is, digitizing a large hard copy archive is much easier and faster than you might guess at first glance, and once completed, there are plenty of other benefits to enjoy as well like improved collaboration and a substantial productivity boost—files that might have taken a few minutes to find previously can be pulled up by staff within seconds, whether they’re at the office or not.

how to digitize hard copyHow Xerox Can Help You Handle Your Most Important Data in Innovative, Helpful Ways

Just before we wrap things up, we wanted to point out that Xerox technology can help you handle your data in a lot of really interesting, efficiency boosting ways. To get an idea (and this is really just the tip of the iceberg) take a look at these posts from the Preferred Document Solutions blog:

Impressive, no?

Here’s how to find out more…

Learn More About How a Xerox Multifunction Printer Can Transform Your Workplace to a More Efficient & Productive Environment

If you’d like to learn more about how an MFP can help you manage your data—hard copy or digital—please feel more than welcome to contact us at Preferred Document Solutions by visiting us at our office in Colorado Springs or by calling (719) 634-1134. You may also request a free online quote.