Saves time
A show of hands if there's a “to be filed” folder on your desktop? Saving scanned files directly to desktop or shared folders simplifies the filing process. By saving to folders, users can find files through a simple keyword search. Time saved looking through papers—or unfiled desktop documents—is time spent networking, meeting with clients, working on projects and carrying out other tasks that keep day-to-day operations flowing.
Encourages collaboration
...and communication. One-touch functionality allows users to scan and instantly save, share or print a document. Create shared folders with easy-to-navigate naming conventions. Multiple employees can reference or work off the same document at once, and multiple versions can be tracked in the same place (and duplicate copies deleted). Workflow—who did what and when—becomes more transparent.
Allows easy access to files
Managing records is simple when users can retrieve anything with the click of a mouse. Employees can quickly carry out important daily functions such as responding to customer queries and fulfilling stakeholder requests. Once digitized and stored, documents can be accessible from anywhere, not just at the office.
Opens up office space
One USB stick could save you a wall of filing cabinets. That frees up physical space for workstations, collaboration areas, meeting rooms and other places that promote productive business tasks. While you may need to keep some paperwork on hand for compliance regulations, the rest can be securely stored off site.