Moving to a different office takes extensive planning, preparation, and cost. In addition to moving your employees, their belongings, furniture, and more, you also have to figure out how to move the filing cabinets and boxes housing your records and documents. And that doesn’t even include needing to reorganize them in your new office, too. This sounds like a huge undertaking, but it doesn’t have to be. Look at moving as less of a chore, and more of an opportunity to scan all of your files before you move.
Check out the benefits to scanning your files before you move.
Benefit One: Fewer Things to Move
The first benefit that you’ll see when you scan your documents is that you don’t have to haul heavy and bulky filing cabinets and boxes to your new office location. This means that you’ll spend less money on movers and moving trucks, and you’ll have more space to transport other things from your old office. While this is obviously a huge short-term benefit, it is far outweighed by the long-term benefits of document scanning.
Benefit Two: Opportunity to Create or Redo Workflow
Scanning all of your documents allows your company to completely revamp your workflow. Rather than having to manually process invoices, Datamation offers services that can receive, match, and send your invoices for approval to be paid automatically. This frees your employees up from spending hours manually entering and matching data, and is also the closest to error-free processing that you can get. Now, you can pay all of your bills on time and take full advantage of those prompt pay discounts.
Benefit Three: Lower Storage-Related Costs
Document scanning can also lower costs on storage, and possibly on rent. Think of how many filing cabinets your office has, and how much space they take up. If you scan your documents well before you move, you may be able to obtain a smaller office, which means that you could potentially save money on renting and leasing that space. Even if you don’t move to a smaller space, scanning can help you save up to 8% on general office costs and 50% off of on-site storage.
Benefit Four: Your Information is More Accessible
Finally, scanning all of your files can make them easily accessible. Rather than spending hours trying to find one document, you can pull one up with just a few clicks using a keyword search. This also ensures that if a document is needed during the move, it can be accessed—something that would be practically impossible with paper documents.
Rather than worrying about the logistics of moving to a new office, look at it as an opportunity to change how your company runs completely. Yes, scanning your documents eliminates the need to haul them along when you move, but it also gives your company a brand new workflow and files that are accessible whenever and wherever they are needed.
This post is part of the Datamation Guide to Office Relocation.
