Is Document Scanning Useful? Here’s Why
One of the main reasons why document scanning is helpful is to protect paper records. Paper records can easily be lost or misplaced, so document digitization helps keep your records together in one location. Scanning also prevents paper from being placed into the wrong file. The average office worker uses around 10,000 sheets of paper per year.
Saves Time
Document scanning is an excellent option for companies that need to organize large files quickly and easily. Not only does it save time, but it can also eliminate the need for printing and shipping hard copies. It also makes it easier to organize files by title and document type. A document scanner, like the feature in some sites such as https://evernote.com/features/document-scanning, also makes storing and retrieving digitized documents easier.
Moreover, scanning documents reduces office space. Instead of keeping them in filing cabinets, employees can easily access them from a single digital location and do not have to wait for each person to check them out. Documents can also be easily shared among team members, making the working process more efficient.
Saves Money
Document scanning is a great way to keep documents organized and safe. It eliminates the need to store and ship paper documents and saves storage space. You can manage your scanned files by title, making them easy to find and use. You can also share them with others. You can also store your documents in a secure location.
Besides saving money, document scanning also helps the environment. By storing your documents in the Cloud, you can integrate them with collaboration tools to maximize productivity. You can even use a cloud-based service to digitize your paper documents. Document scanning is essential to a business continuity plan and saves time and money.
Creates A Digital Archive
Document scanning is essential to the archiving process, providing a digital copy of a physical document. You no longer have to worry about storing paper documents on-site. The scanned image is clean and readable through optical character recognition (OCR) software, allowing you to search documents easily. This process will enable you to store your documents in an accessible, web-based archive. Archiving services can range from simple PDFs stored on your network to the complex storage and management of an off-site database with document management software. Creating a digital archive also helps you reduce the risk of loss and enhances security. Documents stored in a digital archive are not susceptible to natural disasters, human error, or theft. You can also access your digital archive from multiple locations and devices, making it a cost-effective option for archiving.
Reduces Security Risks
Document scanning can help reduce the security risks associated with paper documents. Paper documents are not always secure and are susceptible to all sorts of risks. For example, if your office is in a building with poor drainage, the office can fill up with water during the rainy season. This could put the organization at risk from fire or water damage. A document scanning program can help reduce the risks of leaks, water damage, or even fire by ensuring that only authorized employees can access these documents. Document scanning reduces the risks of loss or theft by storing documents electronically instead of on paper. This is especially important if your business has sensitive information stored in documents.
Fills Office Space
In business, having piles of paper documents in your office can cost you money. Not only does paper take up valuable office space, but it also poses safety risks. For example, a VA clinic once had thick and weighty files that bent the floors. This wasn’t only unsafe and left important information exposed and hindered productivity. Thankfully, digitizing paper documents can help you save both space and money.
Another advantage of document scanning is that it allows employees to work more efficiently. Instead of spending countless hours sorting through paper files, employees can access files from a central digital location.
