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September 21, 2020

Why Document Scanning Services are Practical for Your Springfield Business

Document Scanning Services and Your Springfield Business

Are you thinking about converting your documents to digital format? If you’re looking into making this change, PROSCAN Solutions® wants to be sure you are aware of exactly how this will assist your Springfield Business. Document scanning is a convenient and quick way to share, distribute and secure your important business data. Not only that, unlike paper documents that naturally deteriorate with time, electronic record keeping gives you the means to you to conserve your documents for years to come. Storing documents in-house can lead to several problems; consider the potential effects of Mother Nature, or if you fall victim to theft?  While you may not think this is an issue, unfortunately both situations do occur, and often without any warning. If your Springfield organization is exposed to a fire, flood, or break-in, your valuable documents could be at harm; stolen or damaged entirely. As you know, it’s essential to keep your information secure at all times if you want your business to remain organized and continue to thrive. Failing to implement a back-up method such as scanned business documents, may make it a challenge to recover from any data loss you might experience. At the end of the day, relying solely on documents, presents too many risks. The positive news? With the assistance of professional document scanning services, you can reduce your expenses, streamline many of your daily operations, and improve your bottom line.

If you’re still debating about this service, take a look at some of the reasons your company should take another look at outsourcing your document scanning needs.

Reduce Costs

As you know with paper documents you need adequate space to store these documents appropriately, and not every Springfield company has extra space to spare. In many cases offices are limited with the space that they have which means internal document management can be very difficult, not to mention expensive. Why pay extra for storage space, when you’re already paying a premium? Not only that, but you’ll also have to think about security from weather conditions and theft, which means paying for all of these extra expenses, plus other items like cabinets, folders, and photocopying machines. On the other hand, when you decide to digitize your records, information can be stored very easily on a server and in doing so you’ll witness the cost savings on storage space immediately. Rather than hanging onto paper documents, you can scan them and then securely shred the paper copies, saving time and space. You will also save money on maintenance, as there will be no no need to install or maintain anything for these documents.


Think about the time that’s invested on searching for specific information; it can take hours to find a file especially in a chaotic office. You can reduce this task immensely and make information accessible right away by converting your documents to digital format, through document scanning. With an appropriate storage and filing system in place, information is ready and available right at your fingertips and records can be shared and/or viewed at any time. In a few clicks, you will be able to access any electronic file that you need and this can be completed remotely as well for even more flexibility.

Document scanning solutions can assist your Springfield company become a more compliant and organized business, both of which will ultimately benefit your bottom line. At PROSCAN Solutions®, our document scanning solutions are cost-effective and practical, offering clients a secure method of information management, including the ability to share important business data with ease.

Our team of professionals is well aware of the significance in delivering prompt service and ensuring superior quality, and we aim to provide our customers with the greatest level of care and service each and every time we serve them. We’ll work with you to develop a document scanning plan that works for your budget and unique needs; our services are customized to your requirements, not the other way around. With our industry leading document scanning services, you will enjoy having a clutter-free and more systematic workplace.

Enhanced Security

If you are using paper documents to record and share, of course these documents will go through a number of hands and locations before reaching the intended destination. Throughout this period there is a chance that your confidential information could land into the wrong hands or unknowingly get shared with individuals who shouldn’t have access to such information. Digitizing documents rids of this risk all together. You can keep the documents in a server and only grant access to those employees who absolutely need the information to carry out their job roles effectively. You will have a record of all employees who access the data which makes it simple for you to monitor activity and track where information is going. PROSCAN Solutions provides digital archiving systems that involve regular backups of documents, so if any problems arise with the scanned documents, you always have the backups available to you. By combining our document scanning and onsite hard drive shredding service, you can ensure that your sensitive documents are secure in the cloud without having a physical data trail putting your business at risk.  Our scanning solutions supply peace of mind and eliminate the stress that comes with losing important business information.


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