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.
One benefit is that this technique can store large amounts of data in minimal space. Hard copy filling that was used in the traditional set up took a lot of time when it came to retrieving information. It also required huge cabinets and a separate room for storage purposes. However, with scanned data a single computer with adequate hard drive space can store an equivalent of hundreds of filling cabinets.
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.
Making copies, moving or destroying physical records is a tiresome endeavor. Large amounts of ink, paper, time and electricity will be used thereby increasing operating costs for the company. Scanned information on the other hand is easy to edit. Time is also saved as staff members can access the records from their desks without visiting the storage facility.
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.
With advance technology digital images can be sent easily and quickly. Sending a physical copy can take days to reach an individual especially if they live in a different country. With scanned information, the data can be sent instantly as a simple attachment via email.
For employees that are constantly on the move it is easier to carry information in the form of digital images as compared to physical records. In the past it would require a person to carry large chunks of paper when they travelled. However, thanks to technology all they need to carry is a computer or a flash drive.
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.
One benefit is that this technique can store large amounts of data in minimal space. Hard copy filling that was used in the traditional set up took a lot of time when it came to retrieving information. It also required huge cabinets and a separate room for storage purposes. However, with scanned data a single computer with adequate hard drive space can store an equivalent of hundreds of filling cabinets.
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.
Making copies, moving or destroying physical records is a tiresome endeavor. Large amounts of ink, paper, time and electricity will be used thereby increasing operating costs for the company. Scanned information on the other hand is easy to edit. Time is also saved as staff members can access the records from their desks without visiting the storage facility.
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.
With advance technology digital images can be sent easily and quickly. Sending a physical copy can take days to reach an individual especially if they live in a different country. With scanned information, the data can be sent instantly as a simple attachment via email.
For employees that are constantly on the move it is easier to carry information in the form of digital images as compared to physical records. In the past it would require a person to carry large chunks of paper when they travelled. However, thanks to technology all they need to carry is a computer or a flash drive.
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 image scanning, she recommends you check out docufree.com
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