Electronic Access to Information Improves Efficiency

No matter how they try to avoid it, businesses still seem to be generating plenty of paper. Even in these days of modern technology when people can share information online and indeed update it if authorised to do so, there is still the need for hard copy. It may be for reference at a meeting when anyone involved in a project has to have relevant documentation in front of them. It means a copier is still an essential part of the office furniture.


You may not want a junior member of staff to see certain documents and prefer to get a personal assistant to do the job. Extremely sensitive documentation may be for the eyes of no one else. There is logic behind having sensitive documents stored electronically with password protection. A company that provides such a service will never risk its reputation by revealing anything of the content to anyone.



The storage of data is increasingly being done online. If people need to access information on their tablets and laptops they need to see correspondence there that has been scanned so that it can be read electronically.

You may want to get a service company to do your scanning for you, prior to the documents being shredded and recycled. There are companies such as that offer this service and will guarantee complete confidentiality in doing it.

Speedy service

Once documents have been scanned, you will have instance access electronically. The filing cabinet in your office will become less and less important. Everything you need to know can be held on a small device in your hand or even a USB memory stick no bigger than your finger. If you decide to use a professional scanning service you avoid the need to allocate staff to do it, staff that will already have its daily activities in running the business. A speedy service is important of course. You may have essential documents that need scanning but cannot be inaccessible for long. Obviously you can take copies of anything you think you may need while the scanning is being done. Once completed, every authorised member of staff will be able to consult the documents, whatever their specific location.

If you have any questions of a company that you are considering for such services you are likely to be able to ask and get an immediate response. The speed of that response in itself will indicate the importance that it places on quality service. Whatever the size of your business, you should be able to get a service company to help. Modern technology is here to help businesses run more efficiently. That involves making the flow of information quicker, or at least the information needed to make decisions, so that decision making becomes easier.

Image courtesy of Serge Bertasius/