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Document Scanning for Accountants

 

Papershrink is attending at all the IRIS World exhibition's in October 2009

Papershrink have devised and implemented specialist services for accountants. Whether it's to have your existing archive scanned and put onto a DVD, whether its to have your closed client files scanned or if you are thinking of outsourcing to India ... we can help.

We are an established scanning bureau converting millions of sheets every year.

Should I scan the archive?

Scanning or not scanning the archive can be a daunting question and therefore often ends up the last item on one of the partners’ to do list.  
Many parameters need to be factored in:  How often are the files retrieved?  Where are they stored? What is the storing cost per box?  How long are they stored for?

Find out how you can save on storage cost by scanning the archive

Outsourcing to India or thinking about it?

Document scanning is a key part of this process.   You will need top quality images to ensure all documents are clear and easy to read for fast and accurate data entry, bookkeeping and/or production of accounts.  

Without good quality images, the data entry error rate will be high.  The final checks done by your senior staff will take twice as long as if the initial work had been done in-house, thereby wiping out all the benefits of outsourcing in the first place.

Find out how our time critical BPO scanning service can save you hours.

Using document management systems

Which files to scan and how is only the first part of the “paperless” question.  How to retrieve the scanned images is the other key component.   At Papershrink, we have made the decision NOT to develop or resell any system exclusively.  We work with a range of software developers and recommend the system we think fits best the requirements at hand.

Contact us for objective and impartial advice on which document management system to use.

The "part paperless" office: How to eliminate paper files without changing how you work

Going fully paperless and installing an Electronic Document Management System is a big step. 
To make the most of the system and realise the increase in staff efficiency required by the investment,  you really need to scan all documents as they come in.  This involves working from images and not paper files.  You may feel not all partners and/or employees are ready for this. 

So how can you get the space savings inherent to the paperless office, have your clients’ information immediately on hand when they ring,  yet minimise changes to working practices?  By scanning your closed client files to PDF instead of sending them to archive.

Find out how our on-going scanning service can save you space and time. 

Would your business survive if your client files were destroyed?

Apart from your own skills, your client files are probably the most valuable asset to your business. So why not insure them? Once scanned, your files become electronic documents that can be backed-up and copies kept off-site.

But what about compliance?

The Inland Revenue clearly states on its website that as long as you can produce a legible copy, they do not require the original. See our information sheet on the subject for more details. So most of your filing cabinets could be "shrunk". Think of the space you could save!

Would you be able to offer a better service if you could carry your files with you?

1 gig of disk space on your laptop will allow you to carry around 2 filing cabinets. Where you are (at home, in your car or in the office) becomes irrelevant to your clients. No more "I'll get back to you..." and then ringing in for someone to pull out the file you need or waiting until you're next in the office.

How much time is spent on filing?

Filing is very time consuming and boring, re-filing is even worse. And looking for a file that's been mis-filed... well! Electronic filing is done once. Retrieving and re-filing is then done automatically. Have you got piles of filing to do?

Use our online calculator to get a rough idea of how much paper you have and how much it would cost.

Download the information sheet here >>>