How Document
Digitisation Helps Organisations Save Thousands in Property Costs

Summary

  • Document digitisation enhances workplace efficiency, reduces clutter, and improves workflow by converting physical documents into easily searchable digital formats.
  • Secure storage solutions protect digital assets with data encryption, access controls, and regular backups, ensuring compliance and safeguarding important information.

    • For facility managers, the transition from paper to digital is crucial for various reasons. Importantly, it can lead to significant savings in property and operating costs, allowing funds to be redirected to other areas of your business. Document digitisation can save you money in several key ways:

    Personnel Costs

    Intelligently storing your property documentation can streamline training and enhance workforce efficiency. The reliance on individuals familiar with the facilities can be minimised with digital documents. Instead of sifting through stacks of paper, employees can quickly find crucial information such as the location of valves, switches, and other key items. This reduces the need for extensive training, smoothens transitions, and saves both time and money.

    Free Up Room

    Maximise your facilities by eliminating stacks of legacy documents and the filing cabinets that house them, reclaiming expensive floorspace. Transform these areas into functional spaces for work or more effective storage, helping you make the most of your property and avoid unnecessary expansion costs.

    Set the Precedent of Paperless

    In 2020, research firm Gartner estimated that around 3% of a business’s yearly revenue is spent on paper. Digitising your documents can eliminate these costs. Moving away from physical documentation and investing in an intelligent filing system can ensure a future free from the expenses of printing and paper.

    Save Costs with Vital Documents

    Digitising materials such as Planned Preventative Maintenance (PPM) and Building Logbooks makes these documents more accessible, placing crucial energy information at your fingertips. Building Logbooks contain detailed records of a property’s previous energy usage, allowing you to understand its output more closely. Meanwhile, PPM Logbooks help you pre-empt costly repairs and disruptions by identifying potential issues before they become serious. Providing free and easy access to these documents online ensures a better understanding of your facilities’ energy usage, ultimately saving money on future costs.

    Avoid Degradation and Loss

    The degradation and loss of documents can be financially damaging. The cost of redrafting lost documents is avoidable, and for older ones, it may be impossible. Document digitisation ensures historic documents are preserved digitally and intelligently, minimising the risk of loss through secure on-site scanning.

    Making significant savings on your operating costs has never been easier than with Paper Document Digitisation. Free up time, resources, and money by scanning and preserving your documents today.

    Get in touch today to see how we can enhance your business operations.

    Total Documentation Services: We Scan. We Improve. We Protect.

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    Privacy Policy

    At Total Documentation Services, accessible from https://totaldocumentation.co.uk, one of our main priorities is the privacy of our visitors. This Privacy Policy document contains types of information that is collected and recorded by Total Documentation Services and how we use it.

    If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us.

    This Privacy Policy applies only to our online activities and is valid for visitors to our website with regards to the information that they shared and/or collect in Total Documentation Services. This policy is not applicable to any information collected offline or via channels other than this website.

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    By using our website, you hereby consent to our Privacy Policy and agree to its terms.

    Information we collect

    The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.

    If you contact us directly, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.

    When you register for an account, we may ask for your contact information, including items such as name, company name, address, email address, and telephone number.

    How we use your information

    We use the information we collect in various ways, including to:
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    - Improve, personalize, and expand our website
    - Understand and analyze how you use our website
    - Develop new products, services, features, and functionality
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    - Send you emails
    - Find and prevent fraud

    Log files

    Total Documentation Services follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services’ analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analyzing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.

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    You may consult this list to find the Privacy Policy for each of the advertising partners of Total Documentation Services.

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    Third party privacy policies

    Total Documentation Services’s Privacy Policy does not apply to other advertisers or websites. Thus, we are advising you to consult the respective Privacy Policies of these third-party ad servers for more detailed information. It may include their practices and instructions about how to opt-out of certain options.

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    CCPA Privacy Rights (Do Not Sell My Personal Information)

    Under the CCPA, among other rights, California consumers have the right to:

    • Request that a business that collects a consumer’s personal data disclose the categories and specific pieces of personal data that a business has collected about consumers.
    • Request that a business that collects a consumer’s personal data disclose the categories and specific pieces of personal data that a business has collected about consumers.
    • Request that a business delete any personal data about the consumer that a business has collected.
    • Request that a business that sells a consumer’s personal data, not sell the consumer’s personal data.
    • If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

    GDPR Data Protection Rights

    We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

    • The right to access – You have the right to request copies of your personal data. We may charge you a small fee for this service.
    • The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.
    • The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
    • The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
    • The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
    • The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

    If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.


    Children’s Information

    Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.

    Total Documentation Services does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.

    Contact

    If you have questions about this policy, email us at: [email protected]