Scanning & archiving

How to improve customer service by digitising your documents

How to improve customer service
by digitising your documents

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A Gartner report highlighted that about 3% of a company’s revenue is spent on handling paper, printing, filing and maintaining files of information and nearly 50% of business waste is paper. This leaves them at risk of losing information, as well as making it harder to find information when they need it. Modern working trends, including increasing moves towards home or hybrid working, make this an even bigger problem.

Digital transformation is sweeping through the business world, bringing with it fast and secure access to data and information whenever and wherever it is needed. But what about all those legacy documents that are still paper-based and are still taking up storage space? What about ongoing business processes that still require hard-copy documents?

An outsourced scanning & archiving service can do the heavy lifting of digitising old records, creating a digital repository so that documents are easy to locate and retrieve, while also creating digital copies of new documents that are in paper form.

Ideal Outcomes

What you want is control and good governance over documentation - the data and information that your business is based on. You don’t want records going missing, or staff spending hours searching through paper records in the vaults.

A managed scanning & archiving service can deliver the following outcomes:

A secure and efficient business

Documents are secure yet easily accessed by those with authority to do so, reducing risks of data leaks and legal challenges. Efficiency is improved through digital processes, and employees are not wasting time tracking down information. GDPR compliance can be proven quickly and efficiently. Less need for office/storage space potentially reduces costs.

An environmentally sustainable business

Reduced carbon footprint through less paper-based workflows, improving your business’s CSR story. Also, a business continuity benefit - digital documents instead of paper remove the risk of loss through weather or disaster.

Improved service to customers

Customer response times improved through instant access to digitised information, which aids business efficiency and cost of document retrieval too. New service offerings could be developed utilising this new digital resource.

And with the Information Commissioner’s Office now able
to issue fines of up to 4% of
a company’s annual turnover,
or €20 million*, it’s become increasingly important to have effective procedures in place
to handle data and information.

* https://www.itpro.co.uk/general-data-protection-regulation-gdpr/31025/gdpr-fines-how-high-are-they-and-how-can-you-avoid

The right business process service supplier can achieve all of these outcomes for you, with a committed focus on the following:

Secure, cloud-based document storage for instant access

Modern working practices such as hybrid or home working demand greater flexibility from your business. Your staff need quick and secure access to customer records and other documentation, whenever and wherever they are. Digitising and archiving documents in the cloud enables these levels of accessibility, and the document can be viewed simultaneously by multiple users.

Business Owners and IT Managers - can you access
customer records instantly?

We’re helping our customers to enhance document retrieval through digitisation, we can help you do the same.

Cost saving through reduced office and storage space

Office space is expensive, and the costs of physical document storage are therefore significant for businesses. Those costs can be quickly removed through an off-site digitisation process, and the digital records can then be stored in an easily-searchable digital repository that is safe from weather or disaster, giving you the assurance of business continuity.

Implementing digital document workflows that promote greater efficiency

Digitising documents allows for a dramatic reduction in the time required for locating and retrieving key business information. It also makes these digital records available to multiple users, at any time and from anywhere in the world. Access to the archive can be controlled to ensure data security, and efficient document workflows can be created that boost business productivity.

Looking to improve your customer service
by digitising your documents?

Collaborate with a trusted partner for greater success

Ricoh has been successfully solving business technology
problems for more than 85 years.

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