5 Reasons Why Your Business Needs To Go Paperless

Managing company files can be a costly task for businesses choosing to stick with paper documents. A number of factors ranging from excessive financial cost to unnecessarily wasted time can come out of a company unwilling to switch to paperless processes. Here are five key reasons why a business needs to make the switch to a paperless office today.

Saved Space

paperless 2 5 Reasons Why Your Business Needs To Go Paperless By converting your physical documents into digital format, your company could save a substantial amount of office space. Consider how much space twenty-eight three-drawer filing cabinets would take up. Now imagine if every one of them was filled with paper documents. If you were to scan those documents, they could all fit on to just one DVD. A little easier to store, wouldn’t you agree?


More Efficient

paperless 5 5 Reasons Why Your Business Needs To Go Paperless Most office workers can appreciate the frustration in searching for one particular document in a mass of stored files and folders. A recent European-wide study found that 32% of offices described their storage system as ‘chaotic’, with a simple task such as retrieving a particular document turning into a mammoth effort. This wasted time could be eliminated by switching to scanned files, which can be indexed and later retrieved on a simple to search online content management system.

Lower Costs

paperless 6 300x200 5 Reasons Why Your Business Needs To Go Paperless Storing important documents onsite will incur a number of ongoing costs, all of which will quickly mount up. Staff time taken up when finding physical documents and cost of extra space needed to store a growing amount of onsite documents are just two of the issues faced with companies choosing not to convert their files into a digital format. Scanned documents can be stored on a company’s server, and staff time previously needed to search for documents is practically eliminated, allowing them to focus on core business activities.

Greater Security

paperless 3 300x300 5 Reasons Why Your Business Needs To Go Paperless In the previously mentioned study, 49% of firms said they stored their paper files onsite and in filing cabinets. Such a system leaves these documents prone to theft or damage. By converting to digital files, important physical documents can be protected in secure document storage. Digital files can also be securely retrievable via an encrypted FTP site or content management system such as DART).

Environmentally Friendly

paperless 4 300x213 5 Reasons Why Your Business Needs To Go Paperless Deforestation and the further production of greenhouse gases are just two of the negative environmental factors that result from businesses depending on using paper in their day-to-day activities. By going paperless, a company can help reduce these damaging factors and join a growing list of businesses working towards a more sustainable document management process.


Why are more housing associations choosing to go paperless with Cleardata?

housing association document management Why are more housing associations choosing to go paperless with Cleardata?The housing sector is establishing itself as one of the fastest growing industries utilising Cleardata’s document storage, scanning and management service. In fact, with just two months gone of 2013, the sector already looks well on the way to posting its strongest annual results yet. So why are more and more companies within the housing sector deciding to use Cleardata?

Housing associations have to cope with a large amount of paperwork on a daily basis, including tenancy agreements, HR documents, surveys and financial information, and attempting to store these documents on company premises will gradually take up valuable office space. Instead, housing associations are seeking smarter and more efficient methods of document storage and management. By storing documents within Cleardata’s purpose built 27,000 foot storage facility, housing associations are managing to free up office space whilst retaining the security of their documents.

Cleardata Scanning 682x1024 Why are more housing associations choosing to go paperless with Cleardata?But Cleardata provides much more than just a storage solution for companies within the housing industry. The wide variety of documents processed and used by companies within this sector can be digitised via Cleardata’s on-site scanning bureau, effectively transforming an enormous quantity of physical documents into a chosen digital format, such as PDF or TIFF. These files can be provided in a variety of ways  depending on the client’s needs, including on a CD, DVD, memory stick, content management system or secure FTP site. Documents of all sizes can be scanned and digitised, thanks to Cleardata’s further investment in three top of the line large format scanners. Not only will this process provide a massive reduction in storage space taken up, but company files will be fully searchable and indexed. After being passed through Cleardata’s quality checking team, optical character recognition software will allow for text in scanned documents to be fully searchable, allowing for specific files to be pulled up simply and quickly. Cleardata’s indexing process can be set to sort documents to the customer’s chosen format, including name, property address and location reference.

Housing companies are also recognising the strength of Cleardata’s ‘Scan on Demand’ service. After filling out a simple file request form, authorised personnel can retrieve a scanned and quality checked document from the Cleardata bureau within a guaranteed two-hour period. In essence, this unique service turns the Cleardata storage facility into an extension of a company’s own office, as they have the ability to quickly retrieve any document they have chose to store with Cleardata.

With these facts in mind, it is understandable why more companies within the housing sector are choosing to entrust their documents with Cleardata. For more information on how your company can utilise Cleardata for your document storage, scanning and management needs, you can contact us in the following ways:

Call us 0800 046 8082

Visit Cleardata’s housing sector page

Fill in our simple contact form

Get an instant archive quote

How Cleardata can manage documents for companies in the Engineering sector

Engineering Document Management 1024x523 How Cleardata can manage documents for companies in the Engineering sector

Managing your engineeringdocuments and records digitally can help your business operate more efficiently, protect your records, reduce costs and save time searching for and retrieving paper information.

Engineering documents, plans, diagrams and manuals often require regular access for operational, maintenance and project management purposes.  Urgent projects can be delayed if the relevant information or plans are not readily available.

Many companies now operate from multiple offices and locations, resulting in multiple copies of paperwork and information, which can in itself cause issues with document version control, records access and document security.

Document Scanning and Management Solutions

Document scanning bureaus like Cleardata can scan your engineering documents and convert them to any required digital format. Once digitised documents can be digitally indexed, allowing you to find information faster using simple keyword search straight form your desktop.  Records can also be digitally stored by name, date or reference number and tagged with the relevant information and metadata.

Digitising your records can also improve document security.  Rather than storing paper information in a filing cabinet with open access to all employees, documents can be securely stored and backed up, with restricted access to managers, project teams or individuals.  On-line document management tools are also available, providing a secure audit trail for all your documentation.

Scanning bureaus use the latest technology, enabling records to be scanned quickly, accurately and to high quality, picking up feint pencil lines and information. Engineering documents of any size can be scanned, including small and large format documents.

To find out more call 0800 046 8081 or visit www.ukdocumentscanningservices.co.uk


Drawing management – can large format scanning help your business?

Architects, Utility Companies and Engineers all have to consider drawing management as an Drawing Scanning 300x157 Drawing management   can large format scanning help your business?essential part of their daily business.  Finding key drawings for operational works is an important factor.  Location and schematic drawings may have been produced many years ago, but are often vital to ensure  the latest job or project is carried out safely and effectively.

Problems with finding the correct drawing from an old archive room can seriously slow down important projects.

Large format scanning can drastically improve drawing management, speeding up the process of finding key drawings. Once scanned, drawings can be indexed and searched by any key field, using a simple keyword facility. References such as location, drawing number, date or operations reference can be quickly entered to instantly source the correct drawing from your desktop.

Business continuity should be a consideration for all businesses.  Once digitised drawings are protected and backed up for the future, no more ripped, damp or faded drawings with dog eared corners to fend with!

Scanning bureaus like Cleardata uses the latest in large format scanning technology.  The scanners pick up feint pencil marks and digitise to the highest resolution. Drawings canalso be uploaded and stored in a secure on-line document management system, enabling access from any location.

For further information or to calculate your costs please call 0800 046 8081 or visit Cleardata’s Large Format Scanning Pages, try our online caculator tool.  http://www.ukdocumentscanningservices.co.uk/large-format-scanning.htm


HR headache? Two paracetamol? No, just go digital!

What’s causing your HR Headache?

HR Headache1 260x300 HR headache? Two paracetamol? No, just go digital!

Employee records are probably up there in the mix, whether its filing records, finding them quickly, sorting through  for interviews or appraisals, dealing with leavers records, or simply how to store your records securely.   I’m sure you’ve all reached for the paracetamol at some point.

Document Scanning could solve your problems and at the same time save your business a bit of money along the way.

Lets take leavers records as an example.  Most companies have to deal with these. In a large business you may frequently get reference requests and need to respond to them quickly.

How much time does your HR team spend finding these records?  A trip to the archive room, a few phone calls to find out when they left, entering the data into a reference.  Well, here’s how scanning and a low cost document management solution could help.  Let a bureau like Cleardata scan your leavers records for you, index and upload into the document management solution for you to access, as and when you like.  A simple keyword search will do, you won’t even need to move from your chair….and relax!

Paper time sheets can be another pain point.  Manual data entry of all those numbers.  Did you know that the latest scanning software can recognise handwritten text?  Some scanning bureaus can also help redesign your sheets and forms, to ensure a high scanning capture rate.  You’ll be king of your HR castle in no time, reduce manual data entry, improve data accuracy and save some serious dosh at the same time.  I can see a promotion coming your way.

Finally, just a word about data security.  Are your records really under lock and key? Did you lock the filing cabinet last night?  Once scanned, your records can be stored in a secure document management system, with access permitted at a user level.  Instead of having ten staff with access to all your filing cabinet shelves, only give access to the files or documents as required.  At the same time, tick all your data protection compliance requirements and receive a fully managed audit trail.To get started visit www.ukdocumentscanningservices.co.uk

Looking to reduce your business processing costs?

Are you looking to reduce your business paper processing costs? reduce processing costs 300x210 Looking to reduce your business processing costs?

Start the New Year by analysing your existing paper processes and consider scanning and outsourcing as a solution to help reduce your costs.

Many companies use paper forms to obtain customer data,  and processing/capture can be a costly drain on your business. Paper forms can produce large amounts of manual data entry to capture important information into key systems for processing and analysis.

How to assess your costs for paper forms and processing…

This can be a challenging task for a large company, but make a start by auditing all your existing paper forms.

  • How many different forms, versions and types do you send out per month?
  • What are your monthly printing, postage and stationary costs?
  • How many staff are processing these forms?
  • How much time is spent on average digitising  and processing the information?
  • Are various teams/departments spending time entering duplicate data from multiple forms?

Manual data entry can cause problems such as:-

  • Inaccurate information due to human error
  • Wasted time – multiple users and departments entering duplicate information from different form types
  • Inconsistent data entry – causing problems for analysis and reporting

What alternative solutions are available for paper processing?

Document scanning can help reduce your processing costs, removing manual data entry from your processes.

  • The latest scanning technology, combined with clever form design and intelligent capture software can be used to process your paper information more efficiently and improve data accuracy.
  • Bureaus like Cleardata can help design forms for you with scanning capture in mind. Cleardata  scans and captures documents day in day out, enabling us to provide expert advice for the best form design for optimum scanning capture.
  • Bar-codes can also be used on forms, e.g.  surveys or application forms,  to pre-capture  certain fields and information, immediately reducing processing costs and improving consistency of entered information
  • Scanning software can transform paper records into searchable digital data.  Information can be indexed by key fields and exported for import into your own systems.
For further information on document scanning and data capture visit www.cleardata.co.uk


Patient record scanning

Patient Record Scanning

The NHS has reiterated it’s commitment to digitise all patient records by 2015.  So what should they look for when choosing a supplier to digitise these confidential records?

Scanning bureaus like Cleardata offer secure document scanning services, accredited to ISO27001 for Information Security and ISO9001/2008 Quality Management Systems.   All documents are handled in a secure environment protected by biometric finger print entry, Redcare security, early smoke detection alert systems and water protected document storage.  Documents are fully managed onsite and can also be confidentially destroyed onsite (if required) after scanning.

The NHS should  consider who’s got access to the patient records.  Employees should be checked by Disclosure Scotland.  Bureaus should also offer zoned areas in  premises,  only allowing authorised staff to access key records.

Scanning quality and document output type is also a key area.  What scanners will be used to digitise records?  High quality resolution scanners like Kodak’s i5800 provide the best quality scanned images and also ensure no double feeds are captured.

Cleardata offers 200% quality checking for scanned images, to offer the highest quality service.   Data can be output in any required format to ensure compatibility with any back office system.

For further details on Cleardata’s Patient Record Scanning call 0800 046 8081 or visit www.ukdocumentscanningservices.co.uk

Document management issues for companies with remote workers

Companies managing remote workers should consider if their documents are being managed securely and effectively.  Businesses are legally responsible for the secure data protection of information, as part of the Data Protection Act,  and many companies now offer remote working as a solution to staff.

Document Management  issues for remote workers can  include:- Security and disposal of paperwork, storage space  and lack of backup for  key records and  information.

Digital document management and document scanning can help improve security of key records and information.  So what do you need to think about?  Document management should be a key part of your business planning/review process.  Questions to consider  for remote worker document management include:-

  1. What paperwork is being used by remote workers?
  2. Who has access to our company information?
  3. Where and how are documents being stored?
  4. Is the information backed up?
  5. If yes, how often is it backed up?
  6. What would happen in the event of a fire or flood?
  7. Are confidential documents shredded or put in domestic waste?

Hosted document management can be an effective tool for home workers.  Documents can be scanned, stored and uploaded to an on-line hosted solution, allowing users to view and search documents in their native format.

Hosted solutions also allow users to add notes, assign messages and tasks to other users.  These solutions provide secure, password protected document management, with users only allowed to view documents relative to their job role and authority. Digital management  enables documents to be securely backed up, providing business continuity in the event of disaster.

Mobile workforce solutions can also be designed to capture any required information, removing the need for paper based processes.  These solutions reduce the amount of manual data entry for back office staff, increase data accuracy and provide fast live information for information such as job completion, quotations or invoicing.  Mobile solutions can also cut administrative time for engineers, auditors and other remote workers.

Document Management companies like Cleardata offer professional document scanning, archiving, shredding , on-line hosted and bespoke mobile workforce software. For further details visit www.ukdocumentscanningservices.co.uk or call 0800 046 8081.

Are scanned pension scheme records compliant?

Document Scanning for Pensions Management

Document Scanning can help many industries improve the management of its documentation.  Pensions Management Companies, Pensions or HR Departments can significantly benefit from digitally managing  records. Digital management can help companies be compliant with the pensions regulator guidelines, backing up key information, freeing up valuable office space and helping to find, maintain and review information faster.

Pension scheme records need to be managed correctly to comply with Pensions Regulator Guidelines in order to accurately maintain and review records.   The Pensions Regulator states that accuracy of record keeping is a key activity for any type of pensions scheme.  Important information is required throughout the life cycle of the pension. Incorrect records can pose a risk to the security of the pension, causing issues such as fund misappropriation,  overpayment and errors in benefit calculation.

Pension trustees need to make sure that accurate member data and records are kept and maintained e.g. date of birth, National Insurance number and retirement date.

How can scanning and document management help?

  • Scanning documents can back up and protect key pensions records and information.
  • Intelligent capture software can also be used on scanning to capture and extract data, saving time on data capture and increasing accuracy of information.
  • Once scanned, data can be uploaded to a hosted document management system, only allowing secure access to authorised users.  This enables your company to be compliant with data protection act requirements.
  • Authorised users can access your records from any location using a web browser.  Information can be searched by key field and found quickly using a simple keyword tool.
  • New records e.g. letters and changes to pension information can be scanned, uploaded in original format and associated by record number.
  • Users can add notes and messages and assign tasks to other users
  • A full audit trail is provided for your document management

Scanning bureaus like Cleardata offer secure scanning solutions, accredited to ISO27001, the highest level for Information Security.

For further details visit www.ukdocumentscanningservices.co.uk or call 0800 046 8081.