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Business  »  Customer Service

How Document Conversion Quickly Saves Money

By: J. Collins

Date Added : October 10, 2011 Views : 508
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The time has come for every company where waste should be eliminated and overheads reduced. The first place every company should start in doing this is to eliminate the amount of paper that is used in filing and archiving each and every day. Document conversion is a brilliant idea since you don’t have to create space for archiving documents as they are held in a computer and retrieving them is very easy. This saves a lot of time for the company and a lot of money as well.

When you advise most companies that document conversion saves money, they will ask how. Well here it is; in a company where they archive their documents in files and keep them in a file room, one goes back to the file room approximately six or more times a day to look for a document. From there it would take almost 5 to 7 minutes to locate the document one is looking for. In most cases you will find that there is an administrator hired to do the archiving job whereby they are paid approximate $16 an hour. Basically, in a year, the total cost of an administrative person will be $2,700.

When it comes to document conversion, it gives you the option to get rid of that paper document completely. This way, the work of the office staff is made easier in terms of file retrieval and they do not have to leave their desk to go look for a file as they can do it on their computers. Once they use the document conversion, it even gets better as they can be able to email the document to whoever needs it hence saving more paper instead of having it faxed or printed.

Another expense that tends to be forgotten but acquired in most companies is the expense for the space needed for archiving documents. Also the fact that it is a risk in that the paper might catch fire meaning that the company would lose their data forever without any back up. The space that is occupied by such documents could be used for something else if only document conversion could be used to store the files in the computer. Every company has at some point recreated a document that was shredded or thrown away by mistake. Once a company incorporates the document conversion system, all this unnecessary costs will not be incurred.

Basically, it is obvious that document conversion can save a company a lot of expenses and money and it is even an environmentally friendly strategy since unnecessary papers would not be used. Implementing document conversion is a very big solution to many problems in an organization. It is also a way of motivating your employees since people like being productive. Employees like having the fulfillment that what they are doing is not a waste of time but instead are adding value to the company. Having such a system of document conversion will go a long way to ensure that employees are more efficient and their productivity increases eventually.

Jim Collins is the author of this article on Document Conversion. Find more information on Document Scanning here

Article Source: How Document Conversion Quickly Saves Money

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