Connect with us

Business

Why Document Scanning Makes Perfect Business Sense

Why Document Scanning Makes Perfect Business Sense

Walk into the office of any business or organisation, regardless of size, and you will see paper being used by all employees. The reason why these employees are using paper in quantities can be for many reasons.

The Paperless Office – a Great Idea in Theory, but what about in Practice?

For example, suppliers may have sent paper invoices to the business or organisation in question via Royal Mail, they might be invoices that the firm themselves have generated and are required to keep a hard copy of, or they might even be delivery notes passed to admin staff from a member of the warehouse team to process and cross-reference against a supplier invoice.

Whilst the idea of a paperless office is a very appealing one (I type this as I look at piles of receipts and various other paperwork on my own desk), it isn’t going to be reality for some time to come, at least not unless everyone in the business world starts to do everything electronically.

HMRC, for example, have taken steps to reduce its paper archives by requiring the companies that are VAT-registered to submit their VAT returns online, and the self-employed are given the option to file their own personal tax returns online each year; have you ever seen how many pages of a paper-based tax return there are? Loads is the answer you are looking for!

Why Document Scanning Makes Perfect Business Sense

Aren’t we Required to keep Paper Documentation by Law?

All businesses and the self-employed are required to keep documentation to back up any tax returns, but the good news is that you can keep important documents in an electronic format.

This means that things like sales invoices, purchase invoices, and anything relating to either your organisation’s invoices or supplier invoices can be kept in an electronic format.

There are numerous benefits to keeping your paperwork in an electronic format, such as:

  • Easy to file – you don’t need to find masses of physical space to store box files, folders, containers and lever arch files, because they can simply be stored in a storage device of your choosing. For example, you could have a file server or NAS (Network Attached Storage) device, or you could opt to save your documentation on the cloud using something like Dropbox or Amazon S3;
  • Easy to find – the majority of businesses in the United Kingdom and abroad are able to send and receive PDF files to each other, as well as view them with no problem on a wide variety of different computer systems and mobile devices. PDF files are also searchable, which makes it easy to find a required file even if the filename does not reflect the contents;
  • Easy to scan – many multifunction printer and scanner devices have automatic sheet feeders, which make it easy to scan multiple documents and save them to one PDF file.

The other good thing about PDF documents is that even after scanning and saving, they can be merged using some nifty software like PDF Junction from www.aquaforest.com.

Continue Reading
Click to comment

You must be logged in to post a comment Login

Leave a Reply

Recent Posts

Autos3 days ago

How Suspension in your Automobile will Improve your Travel

Many people often think of speed, the roar, and the engine when choosing the car they want. Often people do...

Business1 week ago

How Can Product Owner Develop Stakeholder Management Strategy?

All the organizations require a proper stakeholder management-based strategy so that the goals of the organization can be achieved most...

Tech1 week ago

How To Display A Live Facebook Feed To Your WordPress Website

Around 22% of the global population uses Facebook. Such a large number of user-base suggests that Facebook truly has the...

wordpress-hosting wordpress-hosting
Tech2 weeks ago

5 Criteria of the Best WordPress Hosting to Know Before Buying

The best WordPress hosting, how to choose it? For many bloggers and website owners, there must be a question that...

Tech2 weeks ago

Agile BI – All You Would Like To Know

The name says it all. As we talk about one of the most revolutionary approaches in the world of business...

Sports3 weeks ago

Feeling Run Down?

We’re currently living through a difficult time for the world. Many of us are forced to remain indoors, working from...

Lifestyle4 weeks ago

8 Best Ways to Save Money When Shopping

If you want to save money when grocery shopping or each time you make a purchase, then you have to...

Travel Mistakes Travel Mistakes
Travel4 weeks ago

7 Travel Mistakes to Avoid

Traveling abroad requires a lot of planning and research to prepare for a trip abroad. Of course, it’s a wonderful...

Business1 month ago

5 Factors to Consider When Choosing Quality Magento Extensions for Your Online Store

It might seem that picking among three thousand available Magneto extensions is a simple and great way to extend your...

Business1 month ago

SHOP ELECTRONICS ITIEMS AT HOME COMFORT

Internet shopping can be very common and easily turn out to be a favorite choice for buying, since the items...

Home Improvement1 month ago

6 Simple Ways to Prepare Your Home for House Guests

Whether a family is coming in for the holidays or it is your turn to host this month’s book club...

Marketing1 month ago

How to Properly and Efficiently Optimize Your Website for SEO

In today’s crowded online world, a website that’s not optimized for SEO may as well not exist. Unless a customer...

Home Improvement1 month ago

8 Terrible Home Cleaning Mistakes You Might be Making

Knowing how to clean your home correctly is something that nobody teaches you in the formal education system. If you’re...

Life Hacks1 month ago

7 Things You Can Do To Kill Boredom During A Long Flight

Going on a vacation is one refreshing activity and a fun thing to do. Things get a little difficult when...

Home Improvement2 months ago

5 Bathroom Remodeling Tips You Must Know In 2020

The bathroom is one of the most frequently used places in the house. So, it should be most comfortable as...

Categories

Archives

Trending