Document scanning systems can improve your business process significantly
Document scanning involves using usually large volume scanners that can scan documents very quickly and then convert or store these as Microsoft Word of PDF files. Document scanning services are usually used by companies such as accountants, solicitors, health organisations or any company where lots of paperwork is required. Once the documents are scanned they can be stored on CD, DVD, hard drive etc and backed up onto other devices.
Document management systems are also very popular as they can scan, store but also index the documents allowing them to be easily retrieved through some sort of graphical user interface or GUI using the index. The benefits of using a document management system are not just space savings but also the speed at which you can retrieve documents. Between 10,000 and 20,000 documents can be stored on one CD. Obviously technology moves on and we now DVD, removable hard drives, USB drives which can all be used to store you documents. You can store multiple copies of the data for either backup purposes or practical purposes of you have multiple offices and that data is required at each location.
Microfilm can also be converted and stored to CD or DVD. Again this can free up storage space and also again allows for additional backup of your information and allows you to use it at multiple locations.
You can choose between using a document scanning company or doing your own document scanning. You need to way up the costs such as a scanner can cost anything from a few hundred pounds to a few thousand pounds depending on what you want to scan and then there is the cost of the document management software if you want to centrally control where your documents have been stored to using an index system. Some document scanning companies will take all your documents away, scan them for you and store them in a secure manner. They would hen give you various options as to how you want to access those files when required. This can be done via the telephone, email or by post courier. Some can also give you access via the internet using just your internet browser obviously using a secure system so that not everyone can get access to your data.
There are lots of different types of scanning that can be done. For example letters and documents can be scanned to pdf or Microsoft Word. These documents can either be scanned as images where they cannot be edited or searched on or they can be scanned using Optical character recognition software which allows you to edit and search the documents. Also images can be scanned and stored in a document management system. This allows companies that do drawings or graphics to store their work. This could be engineering companies who produce CAD drawings or graphic design companies all of whom would benefit from additional space created by getting their paper work converted to scanned documents. It is more beneficial for other architecture company also.
Article Source: Messaggiamo.Com
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