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.
Companies love digital data because it uses up tiny amounts of space. It is also quicker to locate information that is digital as compared to physical data. In the past storage of records meant that a separate room had to be set aside for this function but thanks to digital migration the rooms can be put to better use as a single computer can store hundreds of cabinets filled with records.
It is often necessary to remove hard copy information from storage so as to view it. This can result to misunderstandings if anything was to happen to the data. However, digital imaging leaves the information in its original place and status even after being viewed by hundreds of people.
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.
Employees that constantly travel or like to work from home can benefit a lot by transferring their record to digital status. Traditionally, employees were forced to carry large boxes containing records and this had very many challenges as a lot of information was damaged. Today, they only need a flash drive and a computer.
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.
Companies love digital data because it uses up tiny amounts of space. It is also quicker to locate information that is digital as compared to physical data. In the past storage of records meant that a separate room had to be set aside for this function but thanks to digital migration the rooms can be put to better use as a single computer can store hundreds of cabinets filled with records.
It is often necessary to remove hard copy information from storage so as to view it. This can result to misunderstandings if anything was to happen to the data. However, digital imaging leaves the information in its original place and status even after being viewed by hundreds of people.
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.
Employees that constantly travel or like to work from home can benefit a lot by transferring their record to digital status. Traditionally, employees were forced to carry large boxes containing records and this had very many challenges as a lot of information was damaged. Today, they only need a flash drive and a computer.
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.
About the Author:
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
Comments
Post a Comment