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.
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.
Physical storage of data in the form of paper is known for degrading data but information stored on a computer can never degrade. Digital imaging gives room for backup of information which helps to prevent loss of data. Making a back up of physical information can be a very costly affair as paper, ink, toner and time will be spent.
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.
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.
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.
Physical storage of data in the form of paper is known for degrading data but information stored on a computer can never degrade. Digital imaging gives room for backup of information which helps to prevent loss of data. Making a back up of physical information can be a very costly affair as paper, ink, toner and time will be spent.
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.
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, she recommends you check out docufree.com
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