Top 5 Benefits of Document Scanning

September 10, 2020

Top 5 Benefits of Document Scanning

A scanned document is an image file. It is a digital photo of a text record that contains all its details. Even a large number of files can be condensed into a few megabytes of space. However, this is not achieved by a simple act of scanning a page. When you consider bulk scanning, one machine will ridiculously fall short. That’s why you need scanning software to make digital copies in no time.

Document scanning has many benefits for the workplace like eliminating reliance on physical storage, cost cutting and better information management.

We list the top 5 benefits of document scanning for small business as well as busy workplaces:

1. Enables better collaboration and customer interaction

Who thought scanned documents could help departments across floors work in tandem? Photos are easier to find and share. Physical documents take a long time to search – up to 30 minutes in worst cases. They are also time-consuming to share, no matter who’s doing the running between office floors

Once converted to a digital microfilm and tagged, they are easily located and quickly shared by emails or smartphones. Just imagine how many work hours you stand to save in a regular work week at your home-office or otherwise. And at work, time is money.

Besides collaboration, scanned copies ensure that you can respond to customer grievances smoothly. You can quickly access document photos of invoices or inventory and relay the data to your customers.

2. Prevents piling up of important documents

Let’s see what constitutes key files at work: client contacts, inventory lists, work orders, invoices, compliance papers, tax receipts and everything in between. That’s thousands of documents and the pile grows higher. The problem hits you when you’ve run short of storage. Looking through paper heaps to select useless ones and feed them to the shredder is a task in itself.

With document scanning, however, you can scale down storage and give your workplace a tidier look. With this you can work towards your goal of achieving a paperless office.

Document management software not only stores data electronically but also indexes and manages it. Different documents on different paper sizes are to be stored in an array of formats, colors, and across multiple digital platforms.

3. Guards sensitive information from disasters

You deal with sensitive information every day and understand that hard copies can go missing at any moment. Or, they may be lost in fires or floods. Hence, document scanning can help you secure your files electronically and protect them from damage. Some software-enabled scanning systems go the additional mile to add a timestamp to the documents.

These scanned images are collected in highly secure digital vaults. Often, cloud storage is the default locker and they are protected by a wall of passwords and encryptions, preventing data theft. Such numerous layers of defense are not available for printed documents.

4. Promotes eco-friendly documentation

More paper means chopping down more trees. While paper mills work furiously to supply pages upon pages to different industries, the global green cover starts shrinking. Besides, when waste paper finds its way into water bodies, it increases stress on the already fragile ecosystem.

Document scanning can help you minimize your hardcopy needs and contribute to a greener earth. You can boost work efficiency while working responsibly towards the environment.

5. Preserves information better

Some pieces of information need to be stored for a very long time. They are either essential for the day to day functioning of a business or unavoidable for financial targets. Yet, preserving these documents in their physical form, year after year is well nigh impossible. Paper tears. It gets yellowed and the printed word fades.

In order to maintain your documents in their exact state and prolong their existence, it is useful to move them to the digital format. This way they are protected against ageing. These electronic documents are configured such that their legality is seldom contested.

Furthermore when it comes to audit and compliance needs, businesses are in any case required to preserve some documents digitally.

The most effective way to store files and folder securely is to partner with document scanning services. Make sure they have the certifications in place and provide features like secure storage, retrieval and transfer of scanned images. There are document tracking software too that help you trace original files. To enable easy transition from physical to digital, service providers place scanning units in close proximity to offices and work through every step with clients. Custom scanning plans are also designed to suit your needs and budgets.