When Auditors Scan Your Papers, But You Don't
Why are Your Auditors Scanning Your Paper?
Chances are if you are reading this blog you have had audits in your office. If you are still working in a paper environment you have also gone through the pain of pulling files for the auditors and then refiling them post audit. Now, if you are really lucky, you found everything you were looking for on the first try. But, if you are like most companies, it took a little extra digging and getting a little dirty to retrieve individual files.
So, what do your auditors do when they come into your office and you give them the paper files? Most of them scan the paper so that they have a digital copy they can work with. Now, if you are paying these auditors they are probably billing back between $120 and $240 an hour. If that is the case, congratulations, you just hired the world’s most expensive scan clerks.
Let’s take a step back and understand why your audit team would take the time to scan your paper. First off, it provides a backup of the documentation they are working on. Secondly, digital files are easier to access and work with. Thirdly, when you are finished working on a document you simply close the file. There is no refiling necessary. Finally, the images are portable. They can take them out of your office and work on them remotely.
Now think in terms of your office. Your auditors have scanned your files and are working with them digitally. But your employees are still operating in an inefficient paper world. Shuffling through file cabinets and banker’s boxes. Imagine what it would be like to be rid of paper, filing cabinets and all of the boxed-up paper. Your office productivity would increase many times over. Knowledgeable workers would no longer be wasting time on menial, non-productive tasks and instead would be used to their full potential.
What about the audits? The time that your workers presently spend in preparation by pulling and organizing files almost entirely goes away. Just a few mouse clicks and the documents are ready to be viewed by the auditors. Should they require a copy you can provide them access to save the files on their portable hard drive. Your people are happy, your auditors are happy, and most importantly you are happy because you have saved money in both your personnel and auditing costs.
So, what are you waiting for? The time is now to automate your paper based systems. The Return on Investment is there in reduced labor cost, lower auditing fees and improved processes.
To remain competitive in today’s business world you need to provide a work environment that shows you are taking advantage of technology. Prized workers, the ones you are looking to both retain and hire, want to work for companies that operate in an efficient manner. Clients and vendors expect answers fast. They do not want to wait and will take their business to your competitors if you cannot service them.
All of the markers are there. Don’t be the one holding back your company and your workers.
Jack Arnston is a Principal at The Priton Group. He can be reached at firstname.lastname@example.org.