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 of using this method is the fact that digital records use less space as compared to physical method. Traditional storage used up a lot of space as large cabinets were required to be placed in a room specifically meant for storage. On the contrary, a computer with enough hard drive space can absorb a large number of 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.
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.
Physical storage of data in the form of paper is known for degrading data but information stored on a computer can never degrade. Digital imaging gives room for backup of information which helps to prevent loss of data. Making a back up of physical information can be a very costly affair as paper, ink, toner and time will be spent.
Sending records that have been stored on a computer hard drive can be done with the click of a button. No matter where the recipient is located provided they have access to a computer they can receive any information they desire through the email. This is not possible with physical records.
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.
In summary, a lot of companies have used document scanning to their advantage. For example, a company in need of new staff may use a very short duration of time in the recruitment and selection process as candidates can send their entire credentials via email. This has enabled decisions to be carried out fast and as a result time is saved. Time is crucial in any organization because the employees will now perform more tasks than before.
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about bulk scanning services, she recommends you check out docufree.com
