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.
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.
It requires a lot of dedication to make physical copies of records, moving files or destroying unwanted records. On the other hand information on soft copy is very easy to manage as data can be printed, duplicated and destroyed in an instant. As long as the employees are authorized to view the records then they do not need to make long trips to the storage room; as they can view data on their own computer.
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.
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.
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.
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.
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.
It requires a lot of dedication to make physical copies of records, moving files or destroying unwanted records. On the other hand information on soft copy is very easy to manage as data can be printed, duplicated and destroyed in an instant. As long as the employees are authorized to view the records then they do not need to make long trips to the storage room; as they can view data on their own computer.
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.
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.
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.
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 document scanning services, she recommends you check out docufree.com
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