No Scan, No Plan

How many of us do really understand the importance of keeping our past records for future reference? The majority would say that there’s no point of keeping those as it only fills our cabinets but no use. That is true. If you keep all the physical documents of past transactions or anything, it is pointless. But does that mean you have to burn all of those and chill? Let’s assume that you have been maintaining a file of all the electricity bills for the last 5 years. What would be the purpose of doing it? May be to see a trend in your consumption and also to find ways to reduce the amount of the bill. So isn’t it important to have past bills? Make sense right? Hence, obviously this is exactly the same with a company as well. The question is, although past document storage Perth is necessary, do you really need to keep the physical documents and isn’t there an alternative? Because, as highlighted above, keeping all your files and papers in a cabinet would be a hassle.What about document scanning?

Have you ever done that? If not, from now on you can try it out. What happens in scanning is that once you put the paper into the machine, it takes an exact copy and saves as a pdf or a jpg image in your computer.There are scanning machines available in almost every shop which sells electric devices. But now it is possible with photocopiers as well. However, if you are looking for more than one scanning machine for your company, you could get them for a negotiated price.

Before purchasing, you should know the purpose of a using a scanning machine. Let’s assume that you have a long standing supplier with whom you an agreement is signed. Usually, an agreement means something which includes all the terms and conditions agreed between the two parties. It is a printed physical document. When you are carrying out your daily operations you may need to refer to the agreement. It would definitely be a boring job and a huge disturbance for you to pull out all the files and find the relevant agreement. So why don’t you keep them scanned? You have to do it once and then you can lock the cabinet until the agreement is renewed or terminated. If you want to refer to anything you can always check the scanned document. How easy it is? As such, you can scan any document you want and keep it saved in your laptop, smartphone or in other the devices you use. For instance, a customer feedback report could be scanned and saved for future reference.This is a simple and perfect solution. Therefore, scan to plan.

Posted by: Natalia Zetticci on Category: Software & Design