Scan to Zero: 7 Reasons to Downsize Your Office for a Remote Workforce

Does your company still have the same workspace requirements that it did in 2019? Chances are, the answer is "No." The 2020 workforce experienced a mass shift from on-site operations to a remote work model. Now that companies have had time to adjust to the pandemic-required shift, the advantages are loud and clear, making physical office space increasingly obsolete. According to a Brookings Institute study, 20% of employers plan to maintain a remote workforce after the pandemic. A recent Harvard Business Review study suggested that major governmental operations could save millions by migrating to smaller offices just as the US patent office did in 2015.   

As a result, many corporations have enacted business continuity plans (BCP), which involve downsizing brick-and-mortar operations. This brings up a unique problem: what should offices do with paper documentation? Storing hard copies has become increasingly burdensome. It can be difficult to manage document storage and access while running the company efficiently during a crisis.

The answer?

Scan to zero via a digital imaging service. Scan-to-zero services alleviate your paper burden and improve technology use as a whole.

Young businessman in suit carrying big stack of carton boxes

What is Scan to Zero?

Scan to zero is a service that methodically scans physical documentation—your archives and hard-copy records—in small batches. The idea is to tackle the complete digital conversion of your files in a way that does not disrupt day-to-day business. Digital versions can be uploaded into a document management system (DMS) or stored on a server or in the Cloud.

Once scanning is complete, original documents can be destroyed so they are no longer a physical burden. Pricing is flexible as scan to zero is incremental. Based on a scheduled volume and frequency, scan to zero alleviates the financial stress of a potentially large project, avoiding a major upfront cost while chipping away at a mountain of paper documents. 

The scan-to-zero process can be going on in the background as day-to-day scanning and digitizing of new records updates your digital infrastructure in the front end.

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To Image or Not to Image: Luxury vs. Necessity

A year ago, converting your hard copy files into digital format may have seemed like a nice project for the future. The new business climate changes that. What was once a luxury has become necessity. 

Universal, remote access to all your company's pertinent forms and documents via the Cloud has become an essential business standard in today's economy. The good news is that even though document scanning might seem like a short-term solution, scanning to zero has a number of long-term benefits that make your business leaner and more agile going forward. 

1. Scan to zero dramatically cuts costs 

US companies spend more than $8 billion a year using paper documentation. With scan to zero, you'll save a large amount of money by switching to digital. Transitioning to a smaller jobsite without a document scanning service requires offsite storage—an additional cost that adds up fast month over month. Compare offsite paper storage to a moderate amount of Cloud storage, which is relatively inexpensive, and the full cost-saving potential of scan to zero becomes clearer.

2. Your company becomes more productive, lightweight, and agile

No matter your industry, there's always a cycling process that comes with document storage. A company has to purge documents that have aged out of the retention period. Destroying hard copies is a time-consuming task; document scanning services streamline the process. Your entire company becomes more productive when you don't have to dedicate time and resources to handling physical documents. 

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3. It tightens your company's data security practices 

When dealing with hard copies, your entire company's data security hinges upon the safety of a single, physical location. You're one break-in away from a serious data breach that can severely compromise your company and the people you do business with. By using a scan-to-zero service, you upload your documents and encrypt them using the latest digital security protocols. This reduces your liability, mitigating the damage of an on-site breach. With cybersecurity threats on the rise, a document scanning service gives you safety, security, and peace of mind. 

4. Your transactions are more organized 

Scan-to-zero organizes operations. Files consolidate into a centralized system that allows you to define user access. Those who work with your digital files can view and edit them remotely via a Cloud-based infrastructure. This makes it easier to break your company into teams, promote document sharing and portability during transactions, and keep an automatic log of key metrics. You can leave comments on the fly and edit documents as needed. Increased communication alone makes it easier for your company to operate smoothly. 

5. Audit frequency and intensity decreases 

When you have a digital archive at your fingertips, it's easy to pull up important information during an audit. By their very nature, audits are a stressful experience. Document scanning services reduce stress by keeping all of your ducks in a row, and readily available, come audit time. 

 

6. It will revolutionize your customer service 

Customers benefit from quick-access to documents. Handle problems instantaneously by retrieving and sharing necessary information from the Cloud. No more back and forth correspondence over a prolonged period. Customers today have many options, so giving them impeccable service is a must. 

7. Document scanning services are an essential component of your business continuity plan  

Every business needs a disaster recovery plan. Digital scanning makes your disaster plan more effective and agile. Back your data up on a hard drive, store it in a remote location or vault, and access  a ready-made copy in the event of an emergency. An effective disaster plan reduces downtime, keeping your company's mission-critical tasks on track throughout the crisis. 

Developing a Plan of Action

The beauty of scan to zero is that you can migrate your hard copy documents to a Cloud-based format at your own pace without significantly interrupting your company's day-to-day operations. DRS Imaging lets you select the number of boxes you want scanned, and the interval at which you want the service performed (monthly, bi-monthly) and then pay for the service on a month-by-month basis. Contact DRS Imaging and speak to one of our specialists to plan your document migration strategy today.