Document scanning refers to the process whereby digital images are created from physical documents by the use of equipment known as a scanner. The images are then sent and stored onto a computer or a smart phone. Many organizations today use this method as an alternative to paper filing. This modern method of storing information has a vast number of advantages as compared to traditional information storage.
One benefit is that this technique can store large amounts of data in minimal space. Hard copy filling that was used in the traditional set up took a lot of time when it came to retrieving information. It also required huge cabinets and a separate room for storage purposes. However, with scanned data a single computer with adequate hard drive space can store an equivalent of hundreds of filling cabinets.
Records that are stored in physical status require the user to remove them from their original place in order to view them. This can frequently result to misplacement and to locate the records again can take days or even weeks. For digital storage, the information is left intact even after viewing.
A lot of effort is required in managing large records of paper. Making copies, moving boxes and getting rid of unwanted data can be tiresome. With digital imaging Information that is stored is easy to edit. Records can be duplicated, printed or destroyed with the click of a button. Every person in the office who has security rights can request to view documents at the comfort of their work station as long as they have a computer.
Paper is often degradable and so it will need to be maintained from time to time so that information is not lost. Digital data does not depreciate with time. It is faster to create a backup plan for soft copy records; this usually means a plan B in case things fail to go according to plan. It is next to impossible to create a backup plan for physical data especially in a large company with hundreds of employees.
Sending records that have been stored on a computer hard drive can be done with the click of a button. No matter where the recipient is located provided they have access to a computer they can receive any information they desire through the email. This is not possible with physical records.
For employees that are constantly on the move it is easier to carry information in the form of digital images as compared to physical records. In the past it would require a person to carry large chunks of paper when they travelled. However, thanks to technology all they need to carry is a computer or a flash drive.
Finally, document scanning has made it possible for information to be accessed quickly. As a result companies have improved in decision making as shifts, recruitment and selections are accurate and much quicker than before. Productivity has also improved in most companies because this method has saved a lot of time due to the fact that the same document can be viewed by an unlimited number of employees at the same time.
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about document scanning services, she recommends you check out docufree.com
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Common Benefits Of Document Scanning
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