Document scanning converts paper documents into digital images that may be kept on your computer. This helps you to keep all your papers without installing a sizable filling system that obstructs valuable workspace. Large quantities of paper documents might compromise your data protection security and take up excessive staff search time. There are a few ways to save scanned documents once they have been processed. It could be sufficient to keep these in a named file on your PC, network, or external storage for very tiny volumes when doing Document Scan.
Most businesses want a document management system to manage various search fields and encrypted data files that are much more regulated and safe. With a targeted keyword search, finding what you need, exactly when you need it, is straightforward. Additionally, you will be able to declutter your workplace by removing all of the clutter brought on by boxes, folders, and filing cabinets that have gathered over time.
How Document Scan Works
Document scanning enables a person or company to digitally keep all documentation without the need to handle physical copies of documents. Then, your business may devise a plan for how they are saved and who has access to view, modify, print, and send emails using the appropriate software.
A team of document scanning professionals will first evaluate your needs to determine the most affordable and practical solution. Your papers are then carried securely and safely from your location to the temperature-controlled document warehouse for storage via a courier service, USPS, UPS, or Scan n More. The chain of custody for every material is treated extremely carefully here to know the precise position of every document constantly, and papers are kept and scanned in a secure environment that is NAID AAA Certified. And don’t worry. Your records will always be accessible if something is required when it is not in your control.
The documentation is then formatted, any staples or paperclips are taken out, Patch-T separation sheets are inserted, defects are corrected, and everything else that is required to scan every page is done. Following that, documents are scanned using cutting-edge technology that complies with all applicable industry compliance standards. The final document image is produced depending on your format requirements—whether you need TIFF, PDF, or JPEG pictures, among others. A strict quality control method is in place during and after scanning to ensure all photos are acquired, readable, and prepared for the following stage.
The indexing team receives the batches of scanned documents and codes the necessary search fields (or indexes) to allow for precise search and retrieval. All formatting or other unique requirements are fulfilled for importing into the current solution. Then, depending on your preferences, all paper is either returned to you or destroyed.
How Document Scan Can Benefit Your Business
You probably have areas of your workplace for storing documents like most offices. You can give your company some significant advantages by scanning your paper papers into digital files. Let’s examine some of the substantial benefits of Document Scan.
Fundamental Benefits of Document Scanning
1. Reduce costs, boost output, and enhance access to critical information
These are the three most frequent justifications for scanning documents. Usually, time wasted at the filing cabinet or accidentally losing records prompts the choice.
According to a survey, it usually takes 37 minutes to locate a paper copy of a document in a file cabinet. Instead of using those 37 minutes to find a single document, they are being utilised to assist customers, close sales, or advance the business.
You can accomplish this in under 25 seconds if your files have been scanned and are placed in a centralised document management system. You will save money on printing and delivering documents, keeping records (on-site or off-site), buying boxes or file cabinets regularly, or searching for important information because it will be accessible more quickly.
2. Faster compliance, discoveries, and audits
Scanning dramatically benefits businesses and departments that frequently target audits, discovery requests, and Freedom of Information Act (FOIA) inquiries. You know how time-sensitive and often high-profile these demands are if you deal with them.
So, how can you shorten the time it takes to get information? Digital files with searchable text. A scanning strategy should be essential to your organisation’s risk assessment process. Digital records are simple to keep and find. They may assist you in promptly complying with requirements while avoiding penalties and unfavourable press.
After scanning their documents, our clients saw an 80% reduction in audit times.
3. Data Preservation
Rare books and antique documents are helpful for study, but you don’t want to handle them too much.
You can preserve this knowledge digitally by scanning these historical artefacts and any document that is essential but is becoming fragile due to age. Whatever type of study you, an employee, a customer, or patron conduct, you won’t have to worry about them touching sensitive documents.
Additionally, digital files protect your data in the (hopefully uncommon) event of a fire, flood, or other natural catastrophes.
4. Disaster Recovery
Regarding natural calamities, paper records are susceptible to several dangers. There are backups for data on computer systems, but none for paper records. Most small companies affected by a natural disaster never recover because there is no backup plan. An element of your company’s continuity strategy should include scanning your files.
Are you storing your unused files in boxes? Document damage is a possibility even in fire-suppression systems-equipped safe storage facilities.
You can recover from a disaster with the most negligible impact on your clients by digitising your data and keeping them in a cloud-based document management system (or having a backup in an off-site server). You can rapidly send all the necessary documentation to the government or your insurance provider by using electronic documents.
This is a decent alternative even if there isn’t a huge disaster. You should maintain a digital backup for your vital financial records, licences, permits, tax data, and everything else necessary to run your business. Your information is secure thanks to digital files, even in the event of a small fire or flood.
5. More Space in Your Office
It may seem simple, but you can recover and repurpose that space in your workplace if there aren’t boxes and filing cabinets around. After your paper documents have been digitised and kept on a server or the cloud, you may realise that you have more space in your office than you thought. After your paper documents have been digitised and kept on a server or the cloud, you may realise that you have more space in your office than you thought. This can indicate that you don’t need to move after all if your workplace has been running out of room.
Why take all that paper with you if you want to transfer to a new office? Due to the high cost of maintaining paper documents in prime real estate, almost 30% of the scanning work we receive is predicated on a move or relocation. (Be sure to download our free office relocation checklist if you’re moving!)
Did you know that a 32GB thumb drive can hold more than 1,000,000 scanned images? Undoubtedly, one thumb drive uses less space than all those document crates.
Imagine how stunning and modern your office will appear once there aren’t clunky file cabinets or boxes lying about!
6. Increased Security
Your documents may be kept under lock and key, but are they as secure as they might be? Filing cabinets and record rooms can be left open, and what prevents someone from simply glancing around?
Digital documents have the advantage of being password secured, encrypted, and safely stored on the cloud. Security access is granted based on the network, user credentials, and content. All system activity is also monitored. This eliminates the risk of illegally accessing legal files, employee records, and consumer information.
In a paper-based system, how do you measure usage? You just cannot!
Another advantage of a cloud-based solid system is that data is frequently backed up and monitored around the clock. This means you won’t lose anything important, and people with the appropriate rights may access the information anytime.