Whether you’re expanding your business or looking for a more cost-effective location, moving your office can be a complex and challenging process.
Amidst the chaos of organizing logistics and moving equipment, there is one aspect of relocating a business that is often overlooked: document scanning services.
Implementing a document scanning strategy before relocating can save you time, space, and a ton of headaches, but many businesses don’t have a clue where to start.
If the thought of scanning and organizing your paper files before your move seems overwhelming, you’re not alone. Thankfully, with the help of a professional document scanning company, the process is simple, affordable, and secure.
In this article, we’ll explore the benefits scanning your documents can have on your next office relocation, and explain why hiring a professional scanning company can take the headaches out of your next move.
What are the Benefits of Scanning Your Documents Before You Move?
There are several reasons why businesses who store their records on paper can benefit from digitizing them before moving including:
Accessibility and Efficiency
One of the primary advantages of scanning your documents before your move is the improved accessibility and efficiency it provides.
Files in transit or still packed up into boxes may not be available to employees during certain periods during your move, making it difficult for them to complete their regular duties.
However, by digitizing your files first, your data remains accessible to your employees throughout the process, ensuring that your employees have access to the information they need to keep your business running smoothly.
Space Optimization
When you’re considering an office move, you typically need to reevaluate your spatial requirements.
Physical documents and folders take up a lot of real estate, and the filing cabinets you store them in are not really the best use of precious office space.
By digitizing your documents before you move, you’ll free up a ton of office space that can be better utilized for more productive purposes. Rather than allocating a significant portion of your new office to file storage, you can embrace a minimalist approach and focus on creating a more collaborative and inspiring work environment. You may even be able to downsize, saving money without feeling like you’ve really lost anything at all!
Enhanced Security and Disaster Recovery
Preserving the integrity and security of sensitive documents is a top priority for every business.
However, paper files are susceptible to damage and loss, not only during your move, but after. Fire, water damage, or other unforeseen disasters can wreak havoc on your important data, and the severe legal repercussions lost or stolen documents can have on your business is hardly worth the risk..
With document scanning services like those provided by SecureScan, you can safeguard your data through reliable backup systems and secure cloud storage solutions. By digitizing your documents, you mitigate the risk of loss, theft, or physical damage, ensuring the longevity and security of your business records.
Reduce Your Moving Costs
Businesses with many filing cabinets full of documents will quickly find that moving all that paper from office to office really adds up. Most moving companies charge based on weight, so less physical material can mean substantial savings for your business.Digitizing your documents helps decrease the physical bulk and weight of your belongings, lowering the costs relative to shipping or hiring moving services.
Scanning also documents eliminates the need for purchasing packaging materials and containers specifically designed to protect delicate paper items.
Besides the direct financial implications, converting your documents to digital format also contributes to a more efficient and organized move, sparing you the stress and time, which indirectly can be seen as cost-saving.
How Our Scanning Services Streamline Office Relocations
Document Sorting and Organization
Moving your office to a new location involves the daunting task of sorting and organizing numerous documents. With SecureScan, this process becomes efficient and hassle-free. Our team can index your files by any number of important identifiers, enabling you to structure your digital files according to your unique organizational needs.
Collaborative Workflow
We know that collaboration is key to a successful office relocation. That’s why we work one on one with your team to assess your needs and identify any challenges you may face upfront.
During your scanning project, our team will pull files you need access to from your archive at any moment via special request, ensuring you always have access to the information you need.
We also upload your documents into your document management system as we scan them, so you’re never waiting around too long without the information you need.
Integration with Existing Systems
At SecureScan, we understand the importance of integrating with your existing systems and tools. We offer seamless integration with many popular document management systems, allowing you to leverage your current infrastructure while enjoying the benefits of document scanning and digitization. This ensures a seamless transition and minimizes disruptions to your daily operations.
And if you don’t already have an existing document management system, no problem. Our team can handle that process for you as well.
Scalability and Future-Proofing
As your business grows, so does the volume of your documents. With SecureScan, scalability is never an issue. We can accommodate businesses of any size and need, ensuring that you can continue to scan, store, and manage your documents effectively, even as your organization expands. Our commitment to staying at the forefront of technological advancements ensures that you are future-proofed against emerging document management trends.
The Benefits of Using SecureScan For Your Next Move
Advanced Scanning Technology
At SecureScan, we use cutting-edge scanning technology to ensure the highest quality digital reproductions of your documents.
We manually check every scan to ensure the results meet our high quality standards, marking any that fail for re-calibration and re-scanning.
Our commitment to excellence guarantees accurate digitization and legibility, so you can access your documents with the same ease and clarity as the original paper versions.
OCR and Document Indexing
We offer Optical Character Recognition (OCR) capabilities, converting printed and handwritten text contained in your scanned images into editable and searchable text. This allows members of your team to retrieve the documents they need in seconds via intuitive text-based searches.
You’ll never waste valuable time rummaging through stacks of paper again.
Secure Cloud Storage and Data Management
To ensure the utmost security and accessibility, we provide secure cloud storage and data management solutions. Your digitized files are encrypted and stored in a robust cloud infrastructure, protected by advanced security measures. With flexible permission settings, you can control who has access to specific documents, enhancing the confidentiality and privacy of your records.
Final Thoughts
Office relocations are complex endeavors that require meticulous planning and execution. Among the tasks involved in a successful office move, scanning and managing your documents should be a top priority.
With SecureScan, you have a comprehensive solution that streamlines the document scanning and relocation process, ensuring accessibility, efficiency, and enhanced security. By embracing digital transformation and leveraging our advanced scanning technology, OCR capabilities, and secure cloud storage, you can seamlessly transition to a paperless office environment.
Make the most of your next office relocation by partnering with SecureScan. Contact us for more information about our scanning services or get a free scanning quote from one of our technicians to get stared.