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.
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.
Making copies, moving or destroying physical records is a tiresome endeavor. Large amounts of ink, paper, time and electricity will be used thereby increasing operating costs for the company. Scanned information on the other hand is easy to edit. Time is also saved as staff members can access the records from their desks without visiting the storage facility.
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.
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.
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.
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.
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.
Making copies, moving or destroying physical records is a tiresome endeavor. Large amounts of ink, paper, time and electricity will be used thereby increasing operating costs for the company. Scanned information on the other hand is easy to edit. Time is also saved as staff members can access the records from their desks without visiting the storage facility.
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.
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.
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 image scanning, she recommends you check out docufree.com
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