Paperwork is one of those business challenges that doesn’t tend to be addressed until it’s absolutely necessary or until it becomes a problem. What to do with it? How to organize it? Where in the heck to put it all?

These are the questions that need to be answered—otherwise, after only a few years, you’ll find yourself with a paperwork “system” with all the organization and grace of spaghetti. Whether you already find yourself in this situation or you’re heading up a new small business and you’d like to avoid the substantial productivity hit that’s inevitable without a proper paperwork handling system, Professional Document Solutions is here to help.

The first step to truly efficient paperwork processing and archival is to digitize your documents. This doesn’t mean that you can’t have your hard copy on hand—but it does mean that when you or a member of your staff need to find an important document, you’ll be able to find it within seconds.

Let’s answer some common questions and then look at Xerox’s elegant solutions to digital archival.

convert paper documents to digitalWhy Digitize Documents? What About Security?

The number one reason to digitize your current collection of hard copy paperwork is to increase productivity. Think about it: instead of digging through musty file cabinets looking for that one document, you can simply search for the document on your computer or mobile device. Instead of a few minutes (or longer, in many cases), the search for your document takes only a few seconds—and can be easily copied, emailed, faxed, or otherwise manipulated. Over time, this can amount to hundreds of hours saved.

Next, let’s touch on the topic of security, which, if you’ve paid even marginal attention to the headlines in the past few years, should be at the forefront of every business owner’s mind.

Xerox takes a comprehensive approach to printer and data security. To learn more about Xerox’s cutting-edge document and data protection techniques, including state of the art encryption methods, take a look at our more detailed page about Xerox Data Security. Implementation of these security measures is more or less seamless to the end-user—in other words, “it just works.”

Having said that, it’s important to note that proper data security for digitally archived documents isn’t just another cost overhead. In fact, it’s been shown time and again that printer security saves not only data, but time and money as well.

How to Scan, Organize, and Access Hundreds (or Thousands!) of Documents

Intelligent scanning of documents is easy with Xerox. What we mean by “intelligent” is that the documents are automatically scanned, named, and organized without the need for human intervention. If you’re scanning a large number of documents, this will save countless hours of time and effort.

Since your Xerox MFP is fully cloud compatible, it’s easy to store your documents securely in the cloud with a service like DocuShare Flex, Google Drive, or Dropbox. Xerox apps like Umango and others will be able to automatically organize these scanned documents for you and send them to the cloud.

With Xerox, it’s possible to scan thousands of documents in a single afternoon. A few hours of effort can save you hundreds of hours of productivity.

cloud backup documentsLearn More About Boosting Productivity With Xerox at Professional Document Solutions in Colorado

If you’re ready for enhanced productivity and office efficiency, our polite and knowledgeable staff are standing by to help you make the switch to Xerox office equipment. In addition to easy document digitization and archival, your new Xerox multifunction printer will change the way you do business—and unlike competitors, Xerox technology has been specifically designed to work for you, not against you. To learn more about how flexible and customizable a Xerox MFP really is, just take a look at our post How to Supercharge Your Xerox MFP With the Xerox App Gallery.

If you’re ready to get started, we encourage you to get in touch or visit us at any of our convenient locations throughout Colorado. You’re also invited to request a free online quote.