Since the computerization and process automation in 1975, we were about to have the concept of the paperless office, but it never happened ultimately, did it? However, eliminating the clutter of daily paper from your office may not seem that much straightforward. But when it is about storing documents and to get rid of the pile of hard copies is now easier. Document scanning holds manifold benefits that are highly beneficial for small businesses.
Multiple advantages of document scanning
Some of the traditional methods for storing essential papers include storerooms and archiving spaces. You must have experienced the way it works., the completed project files, as well as the folders, are collated in bulky archiving storage boxes. Then, you label each one of them either by project name or client name, reference number, or date. At last, they are kept safe for the future. If ever the access is needed, the person who is tasked with this unenviable job to rifle through the dusty files and retrieve the important and required one. It depends on how rigorous the archive organization is, yet it’s a time-consuming task.
Luckily, with technological advancements, it now offers a user-friendly, efficient, and competent solution for space-saving, i.e., automated document scanning.
Understanding document scanning:
Sometimes, document scanning is also called document imaging. In this process, the scanning machine captures the paper document’s digital image and turns it into an electronic form for better searching. Document scanning converts physical paper documents into digitized formats. It is either converted into image form or using Optical Character Recognition or OCR software that recognizes digitized image intelligently, turning the same into a textual document and then finishes the process with conveniently searchable keywords.
It may sound a little bit bothering, but you shouldn’t be as Document Pros are there to provide sophisticated archiving of documents and efficient retrieval system. It explains physical document conversion into the digital one can significantly help in making information management a more effective policy, and it improves the business operation. Here are some benefits that you will be getting after shifting from a conventional paper system to the creation of a new and modernized document saving system. It would help if you did not miss out on these benefits as:
- Reliable and more comfortable paper handling:
Vast volumes of papers are extremely hard to handle. Right from the identification and finding the location of the right files to their Xerox, categorization, and filing the documents, it’s a time consuming and cumbersome task. Besides, the entire responsibility to move heavy boxes of files falls on a single person who is a hugely disproportionate quantity of obligation. On the contrary, with the help of a printer cum scanner, this cumbersome task can be performed in real-time with fewer probabilities of error, damage, or loss of data.
- Saving storage space:
Conversion of hard copy of documents and files into soft copy will free up a significant amount of your office space. There will be no more file cabinets or specially dedicated storage rooms. The freed-up space can be further utilized to fulfill operational purposes.
There may be some legal oblige for fulfilling compliance regulations to keep the hard copies of documents for a few years. You can store then off-site alongside backing-up them digitally, an added security layer.
- Retrieve documents and files anytime-anywhere:
Accessing materials and files is just a few clicks away with document scanning. You can retrieve required documents or data within seconds. One of the most important aspects of document scanning is that it allows the digitization of each file part and its indexing through a metadata range. If you want to retrieve a specific information piece, suppose an invoice or bill number, you can search the retrieve the same instantly. Contrasting this feature with the conventional file searching method, you have to search through the entire archive to locate the elusive document. Instead of consuming precious time, you can let your staff spend more time on essential tasks and deliver speedy and end-to-end customer service.
- Convenient sharing and distribution of information:
Distributing paper is not only a cumbersome task but is also a lengthy process. However, you can streamline this process through document imaging and scanning. Instead of sending files to different departments physically, your staff members can access the said document electronically. They need to be provided access to the specific document. There are two methods to distribute a document right from burning the content over a CD to mailing the same using the internet or disseminate the document’s material with the intranet. Other than that, everyone can access the information through a drive that you would have shared.
- Improved security of documents:
Everyone wants to protect their business in case of any security break-in, natural disaster, or an accident. Therefore, it is necessary to save the business records. In traditional ways, saving business records referred to the duplicating the paper records at a location other than the business office. It would be protected via maintained security protocols. While there may be a requirement of such document protection even today, you can easily store backup and digital files of the paper records and documents remotely secure with highly advanced servers and additionally in CDs for an added security layer.
The document is not only beneficial for your business, but it is incredibly advantageous for the environment too. According to some studies, an average office staff uses ten thousand paper sheets per year. That means a vast number of trees. Even if a small fraction of this paper pile reaches the waste stream, it widely hazardous for our environment. So why not start contributing your part today through document scanning. It hugely reduces paper consumption by your business and can make the environment healthy and greener.
Now that you are aware of the document scanning benefits that are too good for your ignorance do not wait anymore and get a document imaging and scanning service provider today to lessen the paper consumption and enhance productivity simultaneously.