A business card reader or business card scanner will facilitate the implementation of a digital filing system, as will laptop scanners and other portable scanners, as the cutting edge of technology becomes more available for companies in the modern market. The Wall Street Journal conducted a study that suggests there are average business workers in America that spend about 1.5 hours every day, which sums to 40 hours out of every year, trying to find lost or missed placed items in a file cabinet or on a messy desk. That is a quite a lack of productivity for an employer to pay for due to ineffective filing systems. Meanwhile, cloud computing among small business is expected to exceed $100 billion in spending during 2014, per the CRN.
Furthermore, SandHill published a recent study of 500 IT decision making professionals that reported, at a rate of nearly half of all respondents, that choose to utilize cloud applications due to its ability to enhance business agility. Business agility refers to how functional an organization is across virtual networks, meaning that it is possible to speed up how quickly you do business simply because you make use of a cloud rather than relying on archaic physical filing systems. While physical filing systems are still very popular at many small businesses, as several of the owners of small businesses believe it is legally required for them to maintain paper documents, it is entirely possible to be completely virtual. There are no legal requirement stipulating that paper forms are required for a small business owner to maintain. In fact, there are efforts across the nation at governmental levels among cities, counties, regions, states and even the federal level of government to promote paperless administration of business.
If you would like to get your business on this paperless track, portable scanners are great start. Employees will be able to quickly learn how to utilize portable scanners. Training for portable scanners can come from your in house IT support. You can also find online instruction guides that will educate the members of your staff on the use of portable scanners. Portable scanners can capture information from business cards, printed financial documents, employee time records, contracts and more. Once you have digitized your records and begun to make use of cloud computing, it will be easy to cut down on your use of paper and improve access to your company resources that used to be available only in print form.