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 of using this method is the fact that digital records use less space as compared to physical method. Traditional storage used up a lot of space as large cabinets were required to be placed in a room specifically meant for storage. On the contrary, a computer with enough hard drive space can absorb a large number of 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.
Most paper is organic and the longer it is stored the lesser its quality gets. Information that has been transferred to a computer does not decrease in value as time passes. It is also easier to create a backup system for digital records as compared to physical data, back up ensures that the company has a copy of the file in case the original is destroyed. Ultimately, it is cheaper to create a digital backup as compared to physical backup.
Hard copy information can take a lot of time to be received by the recipient. The cost of sending the records can also be very costly especially when they are destined for abroad. Soft copy records can reach the recipient immediately even if they are abroad, provided they have a computer at their disposal.
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.
In summary, a lot of companies have used document scanning to their advantage. For example, a company in need of new staff may use a very short duration of time in the recruitment and selection process as candidates can send their entire credentials via email. This has enabled decisions to be carried out fast and as a result time is saved. Time is crucial in any organization because the employees will now perform more tasks than before.
One benefit of using this method is the fact that digital records use less space as compared to physical method. Traditional storage used up a lot of space as large cabinets were required to be placed in a room specifically meant for storage. On the contrary, a computer with enough hard drive space can absorb a large number of 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.
Most paper is organic and the longer it is stored the lesser its quality gets. Information that has been transferred to a computer does not decrease in value as time passes. It is also easier to create a backup system for digital records as compared to physical data, back up ensures that the company has a copy of the file in case the original is destroyed. Ultimately, it is cheaper to create a digital backup as compared to physical backup.
Hard copy information can take a lot of time to be received by the recipient. The cost of sending the records can also be very costly especially when they are destined for abroad. Soft copy records can reach the recipient immediately even if they are abroad, provided they have a computer at their disposal.
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.
In summary, a lot of companies have used document scanning to their advantage. For example, a company in need of new staff may use a very short duration of time in the recruitment and selection process as candidates can send their entire credentials via email. This has enabled decisions to be carried out fast and as a result time is saved. Time is crucial in any organization because the employees will now perform more tasks than before.
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 bulk scanning services, she recommends you check out docufree.com
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