The process by which digital images are made from physical information using a scanner is known as document scanning. After the images are created they are saved on a hard drive of a computer. This method of transferring information from physical to digital form is widely used by many companies today. There are a number of benefits associated with this technique.
One benefit is that this technique can store large amounts of data in minimal space. Hard copy filling that was used in the traditional set up took a lot of time when it came to retrieving information. It also required huge cabinets and a separate room for storage purposes. However, with scanned data a single computer with adequate hard drive space can store an equivalent of hundreds of filling cabinets.
It can take days and weeks to search for records and end up finding nothing, this can be very frustrating and it wastes a lot of time. On the other hand, data stored on computers does not require to be removed from its original place in order to be seen. This way no matter the number of people viewing the information on the computer the data will still remain intact and damage free.
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.
Physical storage of data in the form of paper is known for degrading data but information stored on a computer can never degrade. Digital imaging gives room for backup of information which helps to prevent loss of data. Making a back up of physical information can be a very costly affair as paper, ink, toner and time will be spent.
With advance technology digital images can be sent easily and quickly. Sending a physical copy can take days to reach an individual especially if they live in a different country. With scanned information, the data can be sent instantly as a simple attachment via email.
Employees that constantly travel or like to work from home can benefit a lot by transferring their record to digital status. Traditionally, employees were forced to carry large boxes containing records and this had very many challenges as a lot of information was damaged. Today, they only need a flash drive and a computer.
Finally, document scanning has made it possible for information to be accessed quickly. As a result companies have improved in decision making as shifts, recruitment and selections are accurate and much quicker than before. Productivity has also improved in most companies because this method has saved a lot of time due to the fact that the same document can be viewed by an unlimited number of employees at the same time.
One benefit is that this technique can store large amounts of data in minimal space. Hard copy filling that was used in the traditional set up took a lot of time when it came to retrieving information. It also required huge cabinets and a separate room for storage purposes. However, with scanned data a single computer with adequate hard drive space can store an equivalent of hundreds of filling cabinets.
It can take days and weeks to search for records and end up finding nothing, this can be very frustrating and it wastes a lot of time. On the other hand, data stored on computers does not require to be removed from its original place in order to be seen. This way no matter the number of people viewing the information on the computer the data will still remain intact and damage free.
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.
Physical storage of data in the form of paper is known for degrading data but information stored on a computer can never degrade. Digital imaging gives room for backup of information which helps to prevent loss of data. Making a back up of physical information can be a very costly affair as paper, ink, toner and time will be spent.
With advance technology digital images can be sent easily and quickly. Sending a physical copy can take days to reach an individual especially if they live in a different country. With scanned information, the data can be sent instantly as a simple attachment via email.
Employees that constantly travel or like to work from home can benefit a lot by transferring their record to digital status. Traditionally, employees were forced to carry large boxes containing records and this had very many challenges as a lot of information was damaged. Today, they only need a flash drive and a computer.
Finally, document scanning has made it possible for information to be accessed quickly. As a result companies have improved in decision making as shifts, recruitment and selections are accurate and much quicker than before. Productivity has also improved in most companies because this method has saved a lot of time due to the fact that the same document can be viewed by an unlimited number of employees at the same time.
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 image scanning, she recommends you check out docufree.com
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