Scanning
Physical records on papers can be converted into digital images with the use of a scanner; this method of converting record is known as document scanning. The digital images are then stored on a smart phone or a computer depending on its capabilities. Majority of companies have opted to use this technique as compared to the traditional method of storing data.
Companies love digital data because it uses up tiny amounts of space. It is also quicker to locate information that is digital as compared to physical data. In the past storage of records meant that a separate room had to be set aside for this function but thanks to digital migration the rooms can be put to better use as a single computer can store hundreds of cabinets filled with 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.
A lot of effort is required in managing large records of paper. Making copies, moving boxes and getting rid of unwanted data can be tiresome. With digital imaging Information that is stored is easy to edit. Records can be duplicated, printed or destroyed with the click of a button. Every person in the office who has security rights can request to view documents at the comfort of their work station as long as they have a computer.
Most paper is organic and the longer it is stored the lesser its quality gets. Information that has been transferred to a computer does not decrease in value as time passes. It is also easier to create a backup system for digital records as compared to physical data, back up ensures that the company has a copy of the file in case the original is destroyed. Ultimately, it is cheaper to create a digital backup as compared to physical backup.
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.
While some employees are always stationed at their desks others can rarely be found at the office. This type of employees had it rough in the past with physical records, they carried huge boxes filled with documents and it was very frustrating for them. Nevertheless, that practice is long gone as employees can transfer all the physical data they need to their computers.
All things considered, document scanning has made life easier as management and employers can view records instantly. This results to quicker implementation of decisions especially ones that include recruitment and employee shifts. Due to the fast nature in which digital records are accessed then a lot of time is saved, this time is used to perform other important tasks and therefore increasing productivity and efficiency.
Companies love digital data because it uses up tiny amounts of space. It is also quicker to locate information that is digital as compared to physical data. In the past storage of records meant that a separate room had to be set aside for this function but thanks to digital migration the rooms can be put to better use as a single computer can store hundreds of cabinets filled with 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.
A lot of effort is required in managing large records of paper. Making copies, moving boxes and getting rid of unwanted data can be tiresome. With digital imaging Information that is stored is easy to edit. Records can be duplicated, printed or destroyed with the click of a button. Every person in the office who has security rights can request to view documents at the comfort of their work station as long as they have a computer.
Most paper is organic and the longer it is stored the lesser its quality gets. Information that has been transferred to a computer does not decrease in value as time passes. It is also easier to create a backup system for digital records as compared to physical data, back up ensures that the company has a copy of the file in case the original is destroyed. Ultimately, it is cheaper to create a digital backup as compared to physical backup.
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.
While some employees are always stationed at their desks others can rarely be found at the office. This type of employees had it rough in the past with physical records, they carried huge boxes filled with documents and it was very frustrating for them. Nevertheless, that practice is long gone as employees can transfer all the physical data they need to their computers.
All things considered, document scanning has made life easier as management and employers can view records instantly. This results to quicker implementation of decisions especially ones that include recruitment and employee shifts. Due to the fast nature in which digital records are accessed then a lot of time is saved, this time is used to perform other important tasks and therefore increasing productivity and efficiency.
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 service, she recommends you check out docufree.com
posted by Vittoria @ January 07, 2014
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