Paper Free: the Role of Document Scanning in a Digital Workplace

February 2020 saw JP Morgan Chase, one of the world's biggest banking institutions, launch an ambitious and proactive pilot program aimed at stopping the spread of the Coronavirus. Dubbed "Project Kennedy," it called for 10% of the bank's workforce to begin working remotely from home. JP Morgan Chase employs more than 125,000 people.

Project Kennedy, which served as a test load on their remote infrastructure, called for more than 12,000 employees to login remotely in order to test the capacity of the company's VPN. The overall goal of the project was to determine if it was feasible for 100% of the bank's workforce to transition to remote work in the event that COVID-19 continues to disrupt life on an international scale. 

Major corporations the world over began a similar shift due to COVID-19, with a significant number of employees transitioning to a work-from-home environment at speed. Large corporations paved the way; small to medium-sized businesses soon followed suit. Major corporations have successfully ramped up remote work policies in a tight timeframe, while smaller businesses have found the transition more challenging.

The key difference? Digital infrastructure.

Digital Infrastructure

Multinational companies like Twitter, Google, Apple, and JP Morgan Chase had an advantage going into the pandemic. All of them had existing tech, a pre-built digital infrastructure, or the resources necessary to scale up quickly. For smaller, more localized businesses, it's a different story. 

A work-from-home strategy only works if a suite of tools are in place to prevent downtime in productivity. Communication and collaboration software keeps team members on task with their business applications. 

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The good news is that businesses on the whole were not entirely unprepared for an event like this. Prior to the onset of the Coronavirus, many medium and large-scale businesses, were investing resources into their own digital conversions. As of December 2019, a ZDNet survey reported that 70% of companies were working on a digital strategy. IDG found that 89% of the businesses surveyed had the intention of converting operations into a digitally-centered business model in the near future, and many of them were actively moving toward the goal of working remotely in an all-digital format. 

At best, there's optimism about digital conversion. At worst, there's an admission of necessity. According to the Digital Marketing Institute, 27% of the companies they surveyed viewed digital conversion as necessary for survival. Implementing remote working processes are proven to have a positive effect on your bottom line.

 

business documents on office table with smart phone and digital tablet and graph business with social network diagram and man working in the background

The Benefit of Digital Documentation

Beyond productivity tools and communication methods, moving your documents to a cloud-based solution is not only necessary, it's process evolution. Hardcopy documents, forms, and records that are stored on-site have diminishing value in a world where employees no longer visit a centralized office. Document access and retention needs to be re-imagined in the post-COVID world and  companies should make sure document scanning is part of their digital conversion plan.

Migrating to a digital workspace will create an interesting new landscape for real estate. With more of the workforce working from home, innovative use of commercial space becomes its own topic. A shift away from renting out office space has a profound benefit to companies regardless of their size. In the post-pandemic world, it doesn't make sense to maintain physical space for the sole purpose of document storage when affordable scanning solutions are readily available. Businesses can directly apply the money that they save from decreased rent into ramping up their digital infrastructure and implementing digital document retention. 

Digital storage and document access makes sense given current business trends. It produces a direct effect on your company's bottom line while increasing your employees' productivity in the process.

 

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Scanning Services

Whether COVID-19 was the deciding factor, or you and your company simply want to modernize and upscale your operations, document imaging and scanning provide a digital conversion solution to get your transition underway. If it's time to  downsize physical office space or you anticipate having to move your physical location quickly, document scanning makes your operations leaner and more agile. 

DRS Imaging helps make the conversion to cloud-based documents easy. Our imaging, scanning, and document archiving services moves your important documents, forms, and other important information off-site and into an easily-retrievable, mobile format. We have experience across all business sectors, including healthcare, banking, and government. Our imaging and scanning services ensure that your digital information stays secure and compliant. No matter the scale, we are equipped to accommodate you during your transition. We can take care of large-scale jobs involving tens of thousands of documents at our secure facilities. For smaller jobs, we can send a mobile representative directly to you.  

Agile and responsive companies come through the remote turbulence better positioned for success than those carrying around a heavy load of outdated infrastructure. That weight is the weight of all your paper. If you're still using on-site document storage and hard copies, you're losing valuable time and money to manual processing. It's time to prepare your contingency plan. Scan your documents to digital format and take advantage of the streamlined productivity, mobility, and cost savings that come with a digital workflow. DRS can help.

Contact us for more information about our scanning, imaging, and document retention services.