How Can Your Small Business Benefit from Paperless Office Services?

Many businesses over recent years have decided to make the move towards a paperless office, more so during the Covid-19 pandemic. Small businesses, especially, are benefiting from digital document management rather than having to organise physical files. 

If your filing cabinets and cupboards are filled to the brim with documentation, taking up valuable space that can be used for new employees or extra equipment, for example, then going paperless would be ideal and Cleardata have a number of solutions available that’ll help you do just that.

 

How can you achieve a paperless office?

When you have a skilled and knowledgeable team behind you, like the knowledgeable professionals at Cleardata, for example, transforming your office into a paperless one can be almost effortless. There are a number of different processes available that’ll help you to go paperless which will, in turn, aid in archive storage solutions and general document management as a whole.

Some of the digital document management services Cleardata are able to offer include, but are not limited to:

 

Mailroom operations

The mailroom services Cleardata are able to provide ensure that documents of any type can be opened, sorted, scanned and processed efficiently. Once this has been done, two quality checks will be carried out and then a workflow will be applied to route your documents back to your office, in a digital format if required.

Other aspects of mailroom services include:

  • Any and all returns can be processed in a timely manner
  • Cheques can be banked on your behalf, safely and securely
  • Paper clips and staples will be removed so as not to obstruct any information
  • Documents are scanned using Kodak i5800 scanners, with the impressive ability to capture 410 images a minute
  • Specific data and information can be extracted from your documents using intelligent data capture software
  • Data files will be indexed inline with common factors, including names, customer numbers, invoice numbers and dates, to name a few
  • A confirmed processing time will be sent to you within Cleardata’s original SLA, so you’ll know right away when you can access your digital documents

 

Document scanning

Cleardata has the ability to bulk-scan your documentation for quick and easy organisation and, ultimately, access. No matter how big or small the document is, it can be scanned effectively using state-of-the-art technology by a highly-skilled team of professionals. 

A branch of document management, document scanning also involves:

  • Scanning approximately 4 million images a month
  • Kodak scanners will be used for optimum efficiency
  • High-quality, colour images will be produced
  • Documents of any weight can be scanned
  • Canon technology will be used to produce scanned images swiftly
  • This service can be offered to any business of any size or industry
  • Quick search functionality means documents can be accessed with ease
  • Documents can be removed from ring binders and arch files
  • Any unwanted files will be shredded with the utmost security in mind

 

Archive storage

This particular service allows you to achieve a paperless office in no time at all. Cleardata has a safe and secure archiving system onsite, so you won’t have to worry about storing your physical documentation on your premises. Whether you’d like a digital, cloud-based document management service or would rather hand your files over to us in a physical format, archive storage will be the right solution for you.

With this service, you’ll also be able to benefit from:

  • Finding and submitting file requests as and when you’d like
  • Choosing an urgency level and preferred method for when files are sent back to you
  • Requesting delivery and collection dates at a time to suit you
  • Self-managed location address details
  • Additional archive boxes and barcode levels as and when needed
  • Managed destruction dates
  • Automated email notifications for when archives are reaching the end of their retention period
  • Being notified of any activity or requests being made in relation to archived documents
  • Files that are filtered by dates, departments or phrases
  • A progress report detailing whether documents have been shredded, stored or returned 
  • A full audit trail providing a history of activity regarding your files
  • Each box, and its contents can be viewed easily

 

Data entry

Invoices, claims, HR documents, purchase order forms, application forms, surveys and other document types will be able to benefit from accurate data capture services. Specific data can be extracted accurately and securely, saving you time and space when it comes to implementing a paperless office. This way, you’ll only be given the information you need rather than irrelevant data.

Data entry services will be advantageous for a number of reasons, including:

  • The service is affordable
  • It’s highly-accurate when it comes to data retrieval
  • Data can be validated against key criteria
  • A streamlined approach for data entry in general
  • Hidden layers can be built between the original scanned file, including recognised characters
  • Printed documents, even if particularly lengthy, can be returned as keyword-searchable files
  • Data and information can be found and extracted in no time

 

Cloud-based document management

Cleardata’s Cleardox EDM cloud management solution is a secure, online document management for a number of different businesses from a variety of industries of any size. It will help to provide easy, flexible access for a range of users regardless of the browser you use or where you are in the world.

Other advantages to cloud-based document management include:

  • Documents can be saved to folders with inherent metadata
  • Files can be indexed and classified in a consistent manner
  • Metadata fields can be made compulsory in order to meet compliance needs
  • Favourite searches can be saved with the help of fast search functionality
  • Cleardox has an advanced search capability as well as displaying keywords and wildcards
  • The users’ experience can be easily personalised for ease
  • An inbuilt viewing tool allows documents to be reviewed within the system
  • Associated documents can be found and viewed using innovative ClearSearch software
  • Sage, Word, Excel and PDF documents, to name a few, can be viewed
  • A full audit trail can be provided, detailing the company, departments, users and activity
  • The service is affordable with no upfront costs for hardware or software installation

 

Why choose Cleardata to help your office go paperless?

With a highly-skilled team of professionals at the helm of their operations, you’ll always be able to count on Cleardata to provide you with all the services you need to implement a paperless office in no time at all. Cleardata’s document scanning bureau is one of the largest in the country, accredited for quality managed systems and working to ISO9001/2015 and ISO27001 standards, ensuring the highest level of information security

With the latest technology, hardware and storage facilities available, Cleardata are the ones to help transform your office into a digital one, saving you time, space and money in the long run. Cleardata has the capability to capture 2 million images a day, scanned into any format. 

If you’d like more information about how Cleardata can help you to achieve a paperless office with document management services, get in touch with a member of their team today – they’re always happy to help.