The process by which digital images are made from physical information using a scanner is known as document scanning. After the images are created they are saved on a hard drive of a computer. This method of transferring information from physical to digital form is widely used by many companies today. There are a number of benefits associated with this technique.
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.
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.
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.
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.
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.
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.
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 services, she recommends you check out docufree.com
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