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.
Companies love digital data because it uses up tiny amounts of space. It is also quicker to locate information that is digital as compared to physical data. In the past storage of records meant that a separate room had to be set aside for this function but thanks to digital migration the rooms can be put to better use as a single computer can store hundreds of cabinets filled with 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.
A lot of effort is required in managing large records of paper. Making copies, moving boxes and getting rid of unwanted data can be tiresome. With digital imaging Information that is stored is easy to edit. Records can be duplicated, printed or destroyed with the click of a button. Every person in the office who has security rights can request to view documents at the comfort of their work station as long as they have a computer.
Paper is often degradable and so it will need to be maintained from time to time so that information is not lost. Digital data does not depreciate with time. It is faster to create a backup plan for soft copy records; this usually means a plan B in case things fail to go according to plan. It is next to impossible to create a backup plan for physical data especially in a large company with hundreds of employees.
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.
All things considered, document scanning has made life easier as management and employers can view records instantly. This results to quicker implementation of decisions especially ones that include recruitment and employee shifts. Due to the fast nature in which digital records are accessed then a lot of time is saved, this time is used to perform other important tasks and therefore increasing productivity and efficiency.
Companies love digital data because it uses up tiny amounts of space. It is also quicker to locate information that is digital as compared to physical data. In the past storage of records meant that a separate room had to be set aside for this function but thanks to digital migration the rooms can be put to better use as a single computer can store hundreds of cabinets filled with 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.
A lot of effort is required in managing large records of paper. Making copies, moving boxes and getting rid of unwanted data can be tiresome. With digital imaging Information that is stored is easy to edit. Records can be duplicated, printed or destroyed with the click of a button. Every person in the office who has security rights can request to view documents at the comfort of their work station as long as they have a computer.
Paper is often degradable and so it will need to be maintained from time to time so that information is not lost. Digital data does not depreciate with time. It is faster to create a backup plan for soft copy records; this usually means a plan B in case things fail to go according to plan. It is next to impossible to create a backup plan for physical data especially in a large company with hundreds of employees.
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.
All things considered, document scanning has made life easier as management and employers can view records instantly. This results to quicker implementation of decisions especially ones that include recruitment and employee shifts. Due to the fast nature in which digital records are accessed then a lot of time is saved, this time is used to perform other important tasks and therefore increasing productivity and efficiency.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about document scanning services, she recommends you check out docufree.com