Everything you need to know about document storage and management
Are storage cabinets and boxes hiding real money from your business? If you still keep valid records stored on paper, the answer is probably yes! And the money could be substantial. You could potentially transform your workflows in ways that shed significant costs in 
space, labor, storage, and even rent or real estate. Teams can focus directly on producing value without missing sources of data or being distracted by search & retrieve interruptions.
From Inert to Functional
Decades-old organizations usually have years & years of business transactions and history buried in thousands of sheets of paper. Valued company secrets and legacy customer insights can be hidden in these files. Hopefully the documents and artifacts are filed chronologically and alphabetically!
Data that goes back 20, 30-years or more may be urgently required for an important query, legal investigation, or audit. In these cases, burdensome amounts of time and manual labor are required to search for archived records, often kept in out-of-the-way places, and sometimes in random order, further complicating or preventing retrieval.
Smart Records and Document Planning
Companies that remain in a paper archive situation need a smart plan for organizing and digitizing their records. They need a digital transformation that ushers in a paperless and more productive work environment.
Making the digital transformation is a crucial business task that most organizations cannot do alone. To do it right, you need help from people who specialize in digital document management and workflow technologies. Additionally, understanding the physical attributes of paper and its potential data volumes is necessary in developing a plan for scanning, digitizing, and archiving your records.
Accurate Calculations = Predictable Budget
Determining a realistic budget for scanning and digitization of paper documents is possible with the right set of tools and expertise. Inception Technologies helps organizations of all sizes figure out what they need to accomplish a successful digital transformation. This is often the first step in next-leveling a company from legacy systems to Intelligent Document Processing (IDP) leading to higher profit margins.
Use These Tools
We’re happy to provide you with 2 free tools that are super helpful and easy to use. One lets you estimate how many pages or sheets of paper you have per standard bankers box, filing drawer, cabinet, or shelf unit. The other tool calculates the data storage you will need per scanned page at multiple sizes from letter-sized documents (8.5” x 11”) to oversized drawings or prints (44” x 68”).
Knowing how many pages to scan and how much data storage you’ll need will give you clear numbers to help budget your project and start the digitization process.
What are my storage numbers?
- How much paper do we have to scan? Find out here>>.
- How much data will that take up? Find out here>>.
These intuitive, self-service tools provide you with instant answers simply by clicking a few options. We hope you’ll give them a try!
If you have any questions about your storage numbers or need a quote for transforming boxes of paper into actionable digital assets, please reach out to one of our specialists for a free consultation.
