Document scanning is the procedure of making electronic copies of your documents using an optical scanner and storing them in a storage device of your choice. The term document scanning is often interchanged with document imaging. Bulk scanning services therefore is a term used when there are large volumes of documents being scanned with the aim of storage as a single file.
With the changing times of the corporate world, companies have also evolved from paper-based filing to mostly electronic filing systems. This has been as a result of the demand for cost efficiency and more productivity on the side of the employees.
The form of communication in the modern day business community is electronic, in form of emails, hence necessitating the need to have important documents in electronic form.
It is also possible that information around the margins of page may fail clarity test on the scan or be completely lost. This may either be because the document has not been aligned properly to the scanner or that the scanner does not read information on the edge of the page.
The access of documents has been made quicker and less cumbersome. Important company information is retrieved by the mere click of a button as opposed to going through filed documents using index numbers. This has actually improved the employee productivity as it saves time and also allows the employees to respond quicker to inquiries from customers and complaints.
Documents whose content is likely to be in use for a long time should be stored on a storage device that does not degrade quickly. The format should be one that will unlikely become obsolete.
Documents are put into batches by using similar classification. This makes it easier to manage the documents during the scanning. Unique identification is given to each batch in order to ease the retrieval process. Each document in each batch should be preceded by a batch header sheet which helps in identifying the department that owns the document.
Old and expensive document distribution tools like facsimile machines have been replaced by scanning of documents which has reduced the costs involved with document distribution and management. This practice is cost effective and saves a lot of time.
With the changing times of the corporate world, companies have also evolved from paper-based filing to mostly electronic filing systems. This has been as a result of the demand for cost efficiency and more productivity on the side of the employees.
The form of communication in the modern day business community is electronic, in form of emails, hence necessitating the need to have important documents in electronic form.
It is also possible that information around the margins of page may fail clarity test on the scan or be completely lost. This may either be because the document has not been aligned properly to the scanner or that the scanner does not read information on the edge of the page.
The access of documents has been made quicker and less cumbersome. Important company information is retrieved by the mere click of a button as opposed to going through filed documents using index numbers. This has actually improved the employee productivity as it saves time and also allows the employees to respond quicker to inquiries from customers and complaints.
Documents whose content is likely to be in use for a long time should be stored on a storage device that does not degrade quickly. The format should be one that will unlikely become obsolete.
Documents are put into batches by using similar classification. This makes it easier to manage the documents during the scanning. Unique identification is given to each batch in order to ease the retrieval process. Each document in each batch should be preceded by a batch header sheet which helps in identifying the department that owns the document.
Old and expensive document distribution tools like facsimile machines have been replaced by scanning of documents which has reduced the costs involved with document distribution and management. This practice is cost effective and saves a lot of 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 Best Scan And Store Documents she suggests you click here to learn more.
There are great advantages of bulk scanning like With the changing times of the corporate world, companies have also evolved from paper-based filing to mostly electronic filing systems..
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