Why Should You Store Documents Electronically By Document Scanning
If you are an organization with large volumes of information stored in paper documents,
microfiche and microfilm, managing all this can be a problem. The solution lies in digitizing
or scanning all these valuable records. Document scanning can streamline your business
processes in the following ways:
Integrate your business information systems
Help access and retrieve your data easily
Protect your records
When you have a large volume of records to manage, outsourcing to a professional
document scanning company is the best solution.
How Your Business Operations Benefit with Document Scanning
Saving physical storage space: Saving the physical space that is necessary to store hard
copies of your records is the primary advantage of document scanning. Office space is
expensive and storage shelves and cupboards can take up a lot of room. Scanning your
documents and saving them on CDs or a server on your computer can help you free up
physical space for more useful things or activities.
Merging your business information systems: Many organizations still receive a lot of
information in paper format: typewritten material, signed documents or completed forms,
and handwritten correspondence. This may be because it is sometimes not practical for the
sender to supply this information digitally. These documents can be scanned and integrated
into the company's business information systems. If any of the information needs to be
edited or changed, OCR (optical character recognition) processes can be used. This is also
useful to ensure better search capability.
Ease of data access: Many businesses and government agencies have a lot of data stored
in microfilm and microfiche format, which makes it difficult to access. Moreover, such data
cannot be shared among users in the company. It may also happen that the equipment
needed to view these microfilm and microfiche documents becomes damaged which would
make it impossible to access to the information.
Document scanning services are available for microfiche and microfilm, allowing you to
share and distribute the stored data among multiple users. By ensuring high retrieval rates
and good speed of network interaction, you can ensure easy accessibility by different users.
This will help speed up and streamline your business operations. Companies providing
professional document scanning services can ensure scanning with great precision and
detail and in the required format. They can even provide you with an efficient document
management system to enhance your workflow.
Secure your data: Rare books, historical archives, maps, drawings, and important
documents - all need to be preserved. However, paper deteriorates with time. Paper
documents can also be misplaced or destroyed by a natural calamity. Document scanning
can save the day. It preserves your documents for long-term use and prevents deterioration
that can occur due to frequent handling. If you have only one copy of a particular record,
scanning is the only way to preserve it. For instance, a government department that has
maps dating back to several years may still need to use it time and time again to verify
boundaries. Frequent handling can cause irreparable damage to such maps. The solution
lies in getting a high quality scanned image and restricting access to the physical records,
which need to be preserved.
Another advantage is that scanning documents eliminates the chance of losing them. For
instance, Grantham University in Kansas City was badly hit by Hurricane Katrina in 2006
and lost nearly 80 percent of its facilities. The university could save the documents of its
currently enrolled students they had just digitized them, but had to seek professional
document scanning services to salvage the records of inactive students and digitize them.
Professional Document Scanning Solutions for the Best Results
Choose a service provider with vast experience in the field and works with the latest
technology to provide you with the best results. It is usually not necessary to store incoming
paper documents in their original format. However, certain legal and security considerations
make it necessary to retain certain information as paper. In such cases, you should confirm
whether you can keep the scanned copy for business use, while preserving the original
paper document for legal or security reasons.