Why you Need Document Scanning

By: Toni Amerson

Document imaging scanning is the act or process of scanning paper documents and then converting the documents to digital imaging. When the documents are converted to digital images this is called digital archiving or document imaging.

The digital images are stored on an external drive, a hard drive, the Internet, or on CD. Copies of the stored documents can be kept in the office for an emergency backup. Now, document scanning is for everyone.There are numerous advantages that businesses can utilize when employing document scanning services.

It seems that on the current market the price of computers, web based storage, broad band, hard drives, Disk to Disk Backup and network storage (up to 1000 terabytes available) are falling. Since these items are becoming increasingly less expensive this is enabling businesses to reap the benefits of document imaging.

Let us break apart the equation so to speak. Why should a business have computers when all of the business's information is on paper? Wouldn't it make more sense to have all of the documents available for viewing on the computer or the documents could be scanned onto a device that can easily and quickly be hooked up to the computer. This is becoming increasingly true since PDF files can be viewed by anyone who has a PDF viewer.

It is important to know the benefits of document scanning. One of the first benefits that a business owner or manager will see firsthand is the amount of labor that is saved from not having to photocopy and file each document. This valuable time can be used to complete other pressing business tasks. A business can save money by emailing documents instead of paying for overnight express delivery services. A third benefit of document imaging is that the storage and retrieval of documents is a thousand times simpler.

Documents can easily be stored that are under legal retention requirements such as EU Data Protection Act, HIPAA and Sarbanes-Oxley (SOX). Extra space is created in the office since filing cabinets and other filing systems are no longer needed. Just imagine what can be done with all of that extra space. One CD is able to hold twelve thousand documents or one full filing cabinet. A DVD can hold eighty-four thousand documents or seven full filing cabinets.

Document scanning is the ideal way to increase data security. A business owner or manager can restrict access to certain documents and can find out who has viewed and printed what documents. Instead of losing business files because of incidents such as fire or theft or employee misconduct there is always an emergency backup.

Document scanning saves wear and tear on old historical documents and engineering drawings through large format scanning. Document scanning is the new wave of the future for storing, retrieving and recovering important office documents. Take advantage of all of the benefits afforded to a business that employs the irreplaceable service of document scanning.

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