Make World Paper Free Day closer to reality by scanning smarter

By: In: Document Storage On: Nov 10, 2014
Make World Paper Free Day closer to reality by scanning  smarter

Paper takes up valuable office space and slows your business processes down. But scanning every document to make it available on your company-wide systems would be prohibitively expensive. What’s the solution? Stay in control by setting your goals and choosing the approach that’s right for your organisation.

Inbound scanning

Extract critical business information by scanning documents as they come into your business. If you deal with large volumes of incoming paper like customer claim forms, mortgage and credit card applications, inbound scanning could be important. Your customer service agents will be able to access a complete view of all relevant client information whether it started life in a digital or paper format. The result is faster processes, better customer service and the streamlining of workloads.

Being passed around and having to repeat a request is, at 77 per cent, by far the most annoying. 42 per cent don’t like having to chase up email/online forms, a third are bothered by the amount of duplicate forms to fill in, and a quarter gets fed up when the person they speak to can’t get hold of their details or query.” (Paper Light Research, carried out by Opinion Matters for Iron Mountain, 2014)

Pay-as -you-go scanning

Scanning 100% of your documents is rarely a practical or cost-effective document management strategy. Consider a pay-as-you-go approach based on your company needs and archiving practices. Frequently accessed documents are scanned and immediately available in electronic format; rarely accessed documents are scanned on demand. Our system minimises your digital conversion costs while meeting your access requirements for businesses processes. Scanned documents can be stored in Iron Mountain’s electronic hosted repository and viewed on your systems anywhere. All of your original documents can be retained securely in Iron Mountain’s off-site facilities, helping you stay compliant.

“People in document or information roles can spend up to 35% of their time searching for information” (AIIM Market Intelligence, 2013)

Your goal may not be a completely paper-free business environment. But a paperlight approach might be the answer you’re looking for.

Find out more about the advantages of going paperlight

← Take it to the top: three reasons your business should digitise. Celebrate World Paper Free Day by getting paper out of your business processes →

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About the author

Sue Trombley

Sue Trombley, Managing Director of Thought Leadership at Iron Mountain, has more than 25 years of information governance consulting experience. Prior to her current role, Trombley led Iron Mountain’s Consulting group responsible for business development, managing a team of subject matter experts, and running large engagements. Trombley holds a Master’s degree in Library and Information Science and is an ARMA certified Information Government Professional. She sits on the AIIM International Board, the University of Texas at Austin of School of Information Advisory Council, and is VP of the Boston ARMA chapter. Sue is a frequent speaker at association events, a published author, and frequent blogger on industry trends and issues at http://blogs.ironmountain.co.uk/author/sue-trombley/ and at http://blogs.ironmountain.com/author/strombley/. sue.trombley@ironmountain.com