Bulk scanning is a powerful tool that can’t be ignored in the modern office. Paper is still used in the office, despite living in a digital age. In 2020, even with the majority of offices closed, a staggering 2.8 trillion pages of documents were printed. According to International Data Corporation, 50 percent were related to work.
IDC predicts that office paper consumption will decline by 2025. However, this projected number is still very high — about 4.4 million printed pages per minute. Seventy percent of employees spend between 1 and 3 hours a day looking for information in scattered paper files.
Paper is a waste of time for your business and reduces productivity. What if you still rely on paper in your business? What if your business is still relying on paper? Many businesses will scan the document into their system, then shred it. If you run a business that generates thousands of pieces of paper every day, this process can be very time-consuming.
Bulk scanning makes it easier to share and store your files without the usual hassle.
Wondering what bulk scanning is and how it works? Let’s break it down.
Bulk scanning is the answer. Bulk scanning allows you to scan more documents than you can at home. This is usually done with high-end commercial equipmen,t but can be done with any scanner as long as it has the bulk scanning software.
It is important to use software that can not only convert, sca,n and upload materials but also sort, index, and organize them in a virtual filing system. This will make it easier for you to retrieve the files. Digital files are useless if they can’t be found.
What are the benefits of bulk scanning for your small business?
Bulk scanning makes it easier for employees to work and is more practical and functional for the business. There are more ways that this software can benefit you as a business owner.
No manual data entry
If you choose a bulk scanning program, ensure that it has the ability to automate file naming. Any manual process will slow down your scanning of hundreds or thousands of files.
Modern software for bulk scanning can identify the document type based on the content or format of the document using a technique called Optical Character Recognition. The software automatically names the document and puts it in the right folder—no extra steps needed. It’s a small change that can save your team hours every week, giving them more time to focus on the work that really matters.
Improved search
You can convert documents from images into text-based documents if your bulk scanning software supports OCR. Searching for all content of a document can be done instead of only the file name.
It means that someone can search for something generic, like “brake pad”, and receive all documents containing that term. It’s especially helpful when you don’t know the exact file name. Instead of digging through tons of documents, employees can just do a quick search and find what they need in seconds.
Faster Scanning
You can scan and digitize a large number of documents in a matter of minutes, including contracts, invoices, work orders, and HR reports. You can even do this in your office. No need to send documents to third parties to scan.
Once the documents are scanned, you can easily sync them to a document management system (DMS), so your team can access and share files from any device. It’s especially handy for remote teams or businesses with multiple locations. Everyone can scan documents and access them from anywhere.
Enhanced security
Cyber-attacks are usually what come to mind when you think about data breaches. According to research by Verizon, however, 36 percent of security threats are caused by human error or misdelivery of documents, whether they be electronic or hardcopy.
Mistakes happen—someone might forget to shred a document or accidentally misplace it. Bulk scanning helps prevent that by keeping everything stored securely in an encrypted digital system, so sensitive files stay safe and organized.
When you scan documents into a DMS, you get more control over who can access them and how they’re protected. It helps keep your files safe, secure, and easy for the right people to find when they need them.
Greater Efficiency
Bulk scanning is much faster than scanning each document individually in the office. Automated data input also makes it easier to scan many pages at once without having to worry about manual labor.
This automation is a valuable asset to your company. According to CRM, 74% of business leaders believe automation can save their employees between 11 and 30% of the time that they would spend on manual tasks.
A WorkMarket survey found that 38 percent of managers believe automation improves performance. Bulk scanning allows employees to focus on other tasks, rather than filing or scanning documents one by one and then labeling them.
Improved collaboration
Bulk scanning makes teamwork a whole lot easier—whether your team’s spread across different offices or working from home. Instead of waiting for email attachments or digging through filing cabinets, employees can pull up the documents they need in seconds with a quick search.
More Office Space
Bulk scanning can help you reclaim space in your office if your file room takes up too much space. The paperwork can then be shredded so that you don’t have to use an entire room or bulky filing cabinets. Bulk scanning is a great way to quickly clear space, even if you’re digitizing thousands of documents.
Conclusion
Bulk scanning isn’t just a nice-to-have anymore—it’s a must for any business still dealing with lots of paper. It helps boost productivity, keeps your documents secure, and makes teamwork smoother. By digitizing your files all at once, you save time, cut costs, make information easier to find, and even free up space in your office. With the right tools and setup, your business can take a big step toward going fully digital—without the daily hassle of paper piling up.
