A number of years ago, the business world declared that it would soon be operating paper-free. This aim has not been fully achieved, but modern technology has paved the way for more and more companies to electronically store their archived files as well as up-to-date records using document scanning services.
At least four news items in the UK over the past year reveal that medical records have been found dumped in various areas. You can be sure that if health files are being thrown out so are other confidential documents from various sources. One way to destroy documents is to shred them. However, the resulting paper waste still has to be taken to recycling depots or landfills. And, what about records that have to be kept for a certain number of years for tax and other financial purposes? These documents take up valuable office space that could be more productively utilized.
Filing cabinets take up space, collect dust, and, if your filing system is not well organised, can be shambolic. Scanned documents are stored electronically, taking up no more space than your computer or a box of CDs will.
Searching through paper files can be extremely time consuming, and there is no guarantee that you’ll find what you’re looking for the first time around. Sorting data electronically is easy and quick, and you can search using key terms, document numbers, or by date.
There are few things more awkward to store than large documents that are A0 sized or very long. Scanning allows you to reproduce these documents digitally in colour or black-and-white, and in various formats such as PDF, TIFF, or JPEG.
Document scanning helps to ensure that your records are safe from damage, loss, and theft. As we all know, paper deteriorates with age and, if exposed to water, fire, or the outdoor elements, rapidly disintegrates. Digitally captured records will last indefinitely, and you can make sure that you back-up your data onto a separate drive or store it with an electronic cloud provider.
As paper degrades, so does printing ink, and you may find that after a few years your documents are pretty much unreadable. Document scanning preserves the records in pristine condition, and your provider may even be able to clean up the images as they are being scanned.
If you have only one paper copy of a document there is a limit to how many staff members can peruse it at one time. Of course, you could photocopy it, but you’ll just be creating more paper in your office that will have to be filed or disposed of in some manner. Electronic copies can be shared and viewed by more than one person at the same time, allowing brain-storming sessions, product development discussions, and sales analysis meetings to be effective and inclusive of all key personnel.
Doctors and other healthcare professionals, law firms, colleges and universities, real estate companies, architects, builders, engineers, manufacturers, and large corporations utilize document scanning as a tool to increase their efficiency. In fact, any organisation who produces paper work of any kind can benefit from document scanning services. If you’re interested in finding out more, contact Cleardata today.