Benefits of Document Scanning
Access & Portability
Scanning documents and files makes them easier to share and access from multiple locations. This also allows remote workers to get to the information they need. When available as scanned images, documents such as invoices or proof of delivery slips, can allow your staff to respond quickly to queries without having to resort to searching through paper files or microfilm records. The documents are also available 24/7 not just when the office is open. Scanned files enable immediate replies to telephone or e-mail enquiries and can be easily attached to any e-mail correspondence.
Security & Control
Scanned images can be stored with password protection, providing security against unauthorised external access. As well as this you are able to control access within your own organisation.
Protecting your documents by digitising them means that they would not be lost in the event of a disaster such as a fire or a flood. Digitisation also ensures that your documents are stored correctly and easy to find, saving you time. Correctly backed-up data will be instantly available and minimise disruption to your business in the event of a ‘disaster’ or human error.
Reducing the number of paper records stored through digitising your documents relieves pressure on valuable office space. Coupled with the removal of redundant specialist equipment, such as bulky microfilm reader/printers. This will lead to an improved working environment for you and your staff.
Deterioration of Quality
Whether the information is currently on paper or microfilm there is a problem of deterioration of the original page. Paper can fade over time and be torn through excessive use. Microfilm can fade and be easily scratched rendering the information useless. A scanned image will not fade or deteriorate like paper and film giving you an everlasting document.