Document Scanning: FAQ on Security, Reliability, and Ease of Use

<p>Making the change from hardcopy storage of your business’s documents to a digital archive is a huge step for a company to take. It will change the way that you do business, creating a more organized and secure way of managing your files. In the long run, this will save you time, space, and money as well. Here are a few frequently asked questions about digital scanning for your business. <img style="background-image: none; border-right-width: 0px; margin: 10px 0px 10px 10px; padding-left: 0px; padding-right: 0px; display: inline; float: right; border-top-width: 0px; border-bottom-width: 0px; border-left-width: 0px; padding-top: 0px" title="iStock_000003243681Small" border="0" alt="iStock_000003243681Small" align="right" src="" width="128" height="113" /></p> <p><b>What is document scanning?</b></p> <p>Document scanning, also known as digital archiving, is the process of scanning a document and saving it as a digital image. The documents are then stored in various ways, including on a hard drive, online, on an external drive, or on CD's.</p> <p>There are many companies who use document scanning as a way to make sure all of their files are stored safely and securely, and are backed up in case of an emergency. Documents may pertain to important legal, financial, or other essential areas of their business. By making the switch to document scanning, a company could save thousands of dollars per year in paper alone. Companies also save on space in the office, as well as time spent trying to locate files. Digital files can be backed up much more economically, ensuring that a business will always have up to date backups of their important files. </p> <!--break--> <p><b>What are the benefits of document scanning?</b></p> <p>Besides the cost a company saves on paper and storage, digitally archiving files has many other benefits. The security on electronic files is one of the main benefits. You cannot only make confidential files private, but you also have the ability to see who has viewed each file. Another benefit is the ease of use – sending files over email, searching through a server, and you never have to worry about misplacing a document again. All of these save you and your company precious time that can be spent on more important matters. </p> <p><b>Why use document scanning and imaging services? </b></p> <p>There are a few ways that a company can go about making the transition from hardcopy files to a digital archive. They can do it themselves, or they can hire out to a document scanning company. Many companies attempt to go the route of doing it themselves, only to later realize the true complexity of the job. Some companies have thousands of paper documents that need to be scanned as a high-quality image and then archived in a way that is easily accessible in the future. It can be a daunting task if a company does not have the resources to do the job correctly themselves. This is where document scanning and imaging companies come into the picture</p> <p><b>What is the process like?</b></p> <p>Every company is different; however you can expect a similar scanning process with most scanning companies. Most scanning companies will give you an outline of the services that you need, as well as a proposal that includes an estimate on pricing for the project. After this stage, you may have to mail your hardcopy documents to the scanning company. You will receive these back after the process is completed, and you can be sure to expect safe, secure, and reliable shipping, and that all of your confidentiality issues will be addressed to your satisfaction.</p> <p>Digital Archiving is truly the wave of the future, and many companies have already started the process of transforming bulky filing cabinets into easily stored and accessible electronic files. By making the switch to digital filing your company can make room and save money while also finally reaching a higher level of security and access possible. </p>

OPN Tags: