Are you still filing all your papers and putting them inside large storage or filing cabinets? If you need to find some data that was entered into a file and then pushed into storage, what do you do then? You probably go into a large storage room, go through dusty boxes and spend some valuable time doing a non-productive search.
Step out of this groove and scan your documents and files. You will reap the benefits with immediate effect.
At the ground level, document scanning is a newer method of storing your data. Only in this case the data being stored can also include all your old records which are still in paper form. However, there are many more steps which follow this initial action. The documents are then indexed, sorted out and thereby made easier to understand and locate. They are also archived, and if required placed in a network whereby they are accessible to all authorized personnel.
This is done not only for older documents but is also a regular maintenance process for all newer paperwork. No matter how hard we try, paper cannot really be eliminated from all offices. Lawyers and accountants live among mounds of files and records. So do schools and colleges. All organizations - either small or large collect paperwork which at some point needs to be digitised, and document scanning is the best solution in a situation like this.
There are so many clear benefits which emanate from document scanning, that it is not surprising that it is one of the most popular methods of storing and retrieving documents.
The greatest benefit of course is the resultant efficiency and time-saving. Everything is indexed, clearly categorised and accessible on a network. Information and data, no matter how old, is available at the click of a mouse. It is believed that in any company employees spend 30% of their time organizing documents. Just think of how much extra productivity you can generate with this extra time.
Data Protection is also another great advantage of scanning. The data is stored on CDs and can be accessed with a software. In some cases another server is used for storage, where they give you a guarantee of security. Hence even if there is an unforeseen disaster in your office, the data will remain secure and private.
Our rapidly depleting resources will also thank you for this! You can do your bit to save our environment by using less paper and less space.
However, there are a few factors which need to be kept in mind when you go in for document scanning. Security is always a major concern. Make sure that they keep your data in a very safe place. This action of yours should not become counter-productive if the remote location is not secure enough.
The accessibility to the data should also be carefully monitored. There should always be varying levels of security, so that everyone is not able to retrieve all the information. You do lose a certain measure of control over your company's files, but there is also the added benefit of having them managed far more efficiently and professionally.
Go ahead and do it now. The initial costs may seem a lot, but the benefits far outweigh the expenditure and you will have provided your organisation with a long term solution to its document storage predicament.
Author recommends using document scanning for all types of business. Document scanning can save your time, space and make it easier to locate important documents.
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