Enviro Data Solutions are always so pleased to share how our services solve our client's problem and improve their business efficiency. Read more from our client Vincent & Gorbing.

"As in common with many companies we had built up a large paper archive. We needed a solution that regained the space taken up which Enviro Data Solutions helped us achieve. Our storage space full of sensitive accounts paperwork was efficiently and securely reduced to a single indexed, searchable hard drive. A bonus was the secure destruction of the original paperwork. Enviro Data Solutions provided us with an efficient and inexpensive solution to our paper storage problem. We look forward to working with them again in the future." Howard Absolon

It is great to hear how delighted our clients are with our services and we wanted to share feedback from CA Case Management Ltd:

‘ There are many companies offering a similar service on the internet and I researched them all before instructing Enviro Data Solutions ltd to deal with our back log of paper records. This was a very wise decision. Enviro Data Solutions ltd provided a highly professional service, they managed the job perfectly from start to finish and kept in contact at each stage. They are very cost effective and  extremely efficient. The quality of our scanned documents is good and the indexing accurate and exactly as requested. We are now a step closer to becoming a paperless office and will use Enviro Data Solutions to help us again in the next phase’.  

According to a YouGov survey, the UK’s small and medium sized enterprises waste more than £42.2 million per day in revenues looking for documents, something that could easily be remedied by creating a ‘paperless office’. Despite this, 65% of UK SMEs have still not taken this step.

Businesses don’t realise that the time spent looking for documents costs them dearly and is detrimental to their business (31% of respondents said that if they weren’t looking for documents, they would be spending time on business development). There are many benefits to a paperless office, some of which you might not even have thought about.

Here are the top 10 reasons to go paperless:

EASY STORAGE

With a digital document management system in place, all documents that come into your office can immediately be scanned and electronically stored, making it easy to send them electronically to everyone who needs it.

AUTOMATIC AUDIT TRAIL

Increasingly, businesses need to adhere to strict guidelines on compliance and need to store records for many years. With a digital document management system, there are no limits to the amount of documents you can store, and every document will have a unique number –automatically generating an audit trail. This also gives the ability to make changes to documents and still keep the original, helping with compliance and audit guidelines.

TIME SAVINGS

It is no longer necessary to waste time looking for documents. Document searches can be done quickly and gives results in seconds. All the documents are stored in the same organised manner, and are easy to retrieve.

SIMPLICITY

With a digital document management system, you can simplify many business processes. Users can action or authorise tasks and transfer data with the touch of a button. Ordering goods and authorising invoices, are just two of the best examples of daily tasks that become more efficient when done digitally.

ACCESSIBILITY

Digital document management lets you create security settings and give all authorised users the ability to view the same document. This makes it easy when more than one user needs access to a single document, or in cases when the company is on multiple sites.

BUSINESS DEVELOPMENT

With time saved, executives can spend their time more productively, on developing the business. According to the YouGov survey, 30% of business managers and directors would spend the time they save on business development.

SECURITY

A digital document management system stores the documents on secure servers.This means that only authorised users are able to retrieve the documents, making it more secure than paper, which could fall in the wrong hands.

BETTER CUSTOMER SERVICE

A digital document management system allows you to access all customer data, retrieving information such as customer orders and documents, allowing your business to proactively provide customer service, and respond to enquiries faster.

EMAIL EFFICIENCY

A digital document management system that communicates with your server-based email system will allow you to save emails into the system just like any other document, making it easy for you to search your email history.

RETURN ON INVESTMENT

Businesses do not need to spend a lot of capital in order to have a digital document management system. There are cost effective choices that will allow you to see a return on investment in as little as 6 months.

Facilities Managers who work for businesses and organisations before the ‘digital age’ are faced with the same barrier in achieving a paperless office and have a document disaster recovery plan in place.

Legal, operative, financial and confidential paperwork is held and stored by employees and departments that require physical storage for a number of years due to a number of reasons such as compliance, legal or due to financial accounting criteria.

Most Facilities Managers are tackled with not only finding the space for physical storage as well as the cost but what the consequences would be if the stored documents were damaged, ruined or stolen.

Facilities Managers are now looking for document management solutions that include disaster recovery and paperless achievements.

Barry Plummer, from Enviro Data Solutions, states:

“Whilst more and more businesses realise the cost and expense of holding large quantities of paperwork and documents, plus the staff time it is needed to search through boxes and cabinets for files, we have had an influx of enquiries to discuss what options can be considered for ‘Document Disaster Recovery’.

At Enviro Data Solutions, we provide the Facilities Manager with options to achieve the best solution that fits the company. We have worked with a number of companies that has needed on-site scanning, archiving, indexing and digital transfer onto our electronic data management systems and web-cloud systems or some companies have opted for ‘Scan on Demand’ services which is a pay-as-you-go option which supports their ‘Paperless Policy’. This is why we provide more than one solution, as each company operates in a unique way.”

Enviro Data Solutions will scan, index paperwork, invoices and documents and transfer onto the Enviro Electronic Data Management System, a highly secure hard-drive companies can use to gain instant access to any records, as well as web-hosted solutions. Companies then have the option to have paperwork shredded and confidentially destroyed.

Facilities Manager, Michael Keen from xxxxxx says:

“Most Facilities Managers are faced with the ambiguous tasks of space planning and what the disaster recovery plan is for the building, the people and the documentation held on site. For disaster recovery policies it is essential we have a back-up and copy of every crucial and important document held on site, Danny and the team at Enviro Data Solutions gave a consultative approach to viable options that we could consider and we decided to opt for the high-volume document scan.The senior management team and I now have peace-of-mind that we can access any document at any time, electronically, plus it has freed up storage space and cost, which supports my team and department”.

Enviro Data Solutions options vary and is defined by each company requirement and also the sensitivity of the data. Enviro Data Solutions have a number of options which offer safely secured military grade electronic data management solutions as well as online web/cloud services.

Facilities Managers will also want to know how safe and secure their digital copies are and the systems which it is held in the event of a fire, flood, and cybercrime attack.

Enviro Data Solutions provide;

1. Electronic Data Management- this service allows you to store all of your paper records in one electronic filing cabinet. A Digital Filing Cabinet is a simple Electronic Document Storage system which offers you a central digital filing solution.

This can be hosted at your premises or in the cloud, dependant on your needs. This also comes with Secure User Access which only allows authorised users to view these vital documents.

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2. Secure Data Back-up service so all of your paperwork that we scan is safely secured at all times using military grade AES 256 as standard. This will preserve your documents in the event of fire, water damage etc.

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Using the latest and most secure technology we backup businesses across the UK. The level of encryption we use is AES 256, a standard used by banks and the armed forces. We understand that your data is the lifeblood of your business, for this reason, we use the most advanced security available in today’s world.

The solution options available to Facilities Managers, means that Enviro Data Solutions can collect the paperwork, give statistics on the volume and number of documents scanned which enviably saves cost on storage and provides ‘peace of mind’ should the unforeseen happen and vital documents are damaged/destroyed, thus helping with the ‘Document Disaster Recovery Policy’ and supporting the business to become ‘Paperless’.

For more information and to discover the document archive and scanning options please connect with Enviro Data Solutions - the family run business on 01438 869374 or via email at info@envirodatasolutions.co.uk