Document scanning is simply making digital copies of a document. This process requires an optical scanner which moves a beam of light systematically over the document to capture the image. The device then transfers the image into an electronic copy which is stored in the computer hard disk or any other storage device. When high volumes of documents are being scanned for the purpose of storage it is then referred to as bulk scanning services.
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 documents being scanned in the batch sometimes may vary in size. Documents of different sizes are scanned individually one by one whereas if they were of same size an automatic document feeder could have been used. In this case, more time will be spent in this practice.
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.
Storage and security matters of the documents scanned have are discussed prior to the commencement of the procedure. An appropriate storage medium is chosen to store the images. In addition, the ease of access and security requirements of the documents is considered as the safety of information is very vital for organization survival. Frequently used images are stored easily accessible preferably they should be stored on the network for easy access to all.
Sensitive company information is stored safely. The information is then safeguarded against theft by being protected by passwords which only few personnel are aware of. This vital information in electronic form is stored in multiple repositories hence eliminating the risk of losing it completely. Moreover, electronic storage preserves the information better than paper which deteriorates over time.
Bulk scanning enables most if not all of the company documents to be in digital form. Therefore, the flexibility in distributing documents has significantly improved. There are cheaper and faster options of sending electronic documents like through email which easily allows documents to be attached or directly to files or folders. This has eliminated the delivery time of information as compared to the time we could only depend on post mail.
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 documents being scanned in the batch sometimes may vary in size. Documents of different sizes are scanned individually one by one whereas if they were of same size an automatic document feeder could have been used. In this case, more time will be spent in this practice.
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.
Storage and security matters of the documents scanned have are discussed prior to the commencement of the procedure. An appropriate storage medium is chosen to store the images. In addition, the ease of access and security requirements of the documents is considered as the safety of information is very vital for organization survival. Frequently used images are stored easily accessible preferably they should be stored on the network for easy access to all.
Sensitive company information is stored safely. The information is then safeguarded against theft by being protected by passwords which only few personnel are aware of. This vital information in electronic form is stored in multiple repositories hence eliminating the risk of losing it completely. Moreover, electronic storage preserves the information better than paper which deteriorates over time.
Bulk scanning enables most if not all of the company documents to be in digital form. Therefore, the flexibility in distributing documents has significantly improved. There are cheaper and faster options of sending electronic documents like through email which easily allows documents to be attached or directly to files or folders. This has eliminated the delivery time of information as compared to the time we could only depend on post mail.
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 Online Document Scanner ideas she suggests you visit her friend's to learn more.
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