Document scanning is the process of converting paper documents into digital images using scanners. Scanning documents is becoming more popular as a way for companies to save money, increase efficiency, and improve access to knowledge. We address the advantages of document scanning and include tips for digitizing your hard copy documents in this blog post.
What Are the Benefits of Scanning Your Documents?
You should search your documents for many reasons:
Savings: Storing and handling paper documents is costly, particularly if you rely on file cabinets to store and retrieve documents. A typical four-drawer file cabinet takes up about eight cubic feet of floor space, which can add up quickly when it comes to your office lease costs. You must also account for the expense of your time spent looking for and retrieving your papers. Scanning documents helps you to store and retrieve them online. This lowers your storage costs and increases your productivity.
Paper-based structures are fundamentally inefficient when it comes to exchanging information. Printing or photocopying documents is needed so that many people can view them at the same time. Document scanning allows you to exchange documents online, which improves employee engagement and customer response times.
Environmental stewardship: Scanning documents is beneficial to both the company and the environment. You use less paper and harmful printer ink by converting your hard copy documents to digital images, and you reduce mailing processes, which raise your carbon footprint.
Is it necessary for me to scan every document?
No, every document does not need to be scanned. Digitizing only the active data is an excellent way to save money and increase productivity. Your documents will be collected by scanning experts, who will scan and index them before transferring them to a password-protected, searchable online database. This gives the workers access to information from anywhere at any time.
It’s more cost-effective to store your archival records off-site because they’re inactive and will be lost eventually. A scan-on-demand service keeps your paper documents safe and secure in a commercial records center, allowing you to convert them to digital images as required.
Should I Outsource Or Do My Own Scanning Projects?
Outsourcing your document scanning projects is both less expensive and more effective.
Document scanning in-house necessitates:
- Purchase of scanners and apps
- Document and file organization
- Investing in personnel training and/or recruiting dedicated imaging time
You pass costs, risks, and liabilities to a scanning and imaging company when you outsource your scanning project. The entire process is performed by dedicated, screened scanning technicians who ensure your documents are scanned easily and safely with unparalleled accuracy, from the initial document preparation step to the final delivery of your digital images. While your documents are being scanned, you should concentrate on growing your company in the meantime!
What document scanning choices do I have?
Typically, businesses would handle their scanning initiative in one of two ways (or a combination of both):
Backfile conversion is the method of transforming vast amounts of paper records or archives into electronic files that have accumulated over time.
Scanning documents beginning at a certain point in time and continuing to scan all documents obtained after that point in time on a daily basis is known as day-forward scanning.
After you’ve decided what you want to scan, you have a few choices on who will scan the documents:
When your staff transforms paper documents to electronic images using document scanning software and a document scanner at your office, this is known as do-it-yourself (DIY) scanning.
The delegation of non-core activities, such as document scanning, from internal production to an external company specialized in the management of that activity is known as outsourced document scanning.
The term “hybrid document scanning” refers to a mix of do-it-yourself and outsourced document scanning.
What are the different types of specialty document scanning services available?
There are a number of specialty document scanning services available in addition to regular document scanning. The following are some of the most famous services:
Large format scanning is the process of converting bulky documents into digital files, such as engineering drawings, blueprints, circuit diagrams, charts, and other large-format documents.
When mail is sent directly to a document scanning facility, it is opened, prepped, scanned into a digital image, and electronically sent to the intended recipient.
Non-destructive book scanning is the process of scanning bound books with a V-shaped cradle for optimum image capture and output clarity of any size or form of the book, such as lab books, study books, critical record books, deed books, and so on.
Top 5 Reasons To Scan
Our Top 5 reasons to search, like any good Top 5 list, are difficult to disagree with. These big 5 will make you look professional, intelligent, and well-organized. What could possibly be wrong with that? So, without further ado, let’s get started…
- Clear out the clutter to create more room! Let’s face it, if your desk looks like it was hit by a tornado, having it all organized, scanned, and off your desktop would probably make you happier than a turkey on Thanksgiving Day!
- Don’t Waste Time! Consider this: how much time do you spend searching for documents? Consider how much time you spend filing paperwork. Consider how much time the company invests in filing and retrieving records. Document scanning and imaging will help you save time by reducing the amount of time you spend filing, allowing you to focus on more important tasks.
- Disaster Preparedness! This isn’t a reality show, believe it or not. However, you are aware of the importance of regularly backing up your machine. The same is true of your hard-copy papers. Where would you be if your office caught fire? Or maybe a flood? You never need it – until you REALLY need it, just like backing up your computer. Have your vital files and records checked right now, and you won’t have to think about any of the looming disasters.
- Make sharing documents and files a breeze! Wouldn’t it be more effective if everybody had access to all of the “hard” files they wanted – without having to pull, copy, and hope they were replaced? It will, of course. That’s where document scanning and imaging will help you and your company go. Join the Paperless Revolution today!
- Save money $$$$$$$$$$$$$$$$$$ You and your business will save a lot of money with good document management and scanning software. Your workers would be more productive. Your workplace would be more productive. In the event of an emergency or catastrophe, you’ll be better prepared. And you’ll be the hero for making it happen if you choose the right document scanning and document imaging business – Modern Image is that option!
Last but not least, don’t forget about the climate. By scanning and shredding your old papers, you can put all of the paperbacks into the recycling stream. Since so much new paper is now made from recycled materials, this should be one of the top six reasons to implement a document scanning program in your workplace.