Document imaging is vital for enterprises that need to digitize files and documents and retain and store digitally-converted documents. It can waste a lot of time if you’re an organization that deals with paper documents. Therefore, you should consider document imaging solutions, which save digital records and makes them less challenging to retrieve. Thus, businesses can run more effectively. This content will define document imaging and why companies value it.
What is Document Imaging?
Document imaging converts paper documents and files into digital images through a scanning technique for electronic storage and retrieval. It’s the simplest process for converting papers to digital with advanced technologies such as optical character recognition (OCR). OCR is the method of converting an image of text into a machine-readable text format. This process also utilizes document annotations, allowing one to attach comments, notes, explanations, or external remarks to a web document. Other annotations include highlighting text, adding boxes, underlining words, or any features you’ve seen with PDF files.
Why is Manual Document Scanning Not Efficient?
Imaging documents means taking a snapshot of the paper files, converting them into a digital image, and storing the image in computerized storage that doesn’t need any other modifications. In the past, file imaging happened manually, scanning one paper document at a time. However, now, document imaging software automates the process. Manual scanning leads to much clutter and compromised security, and files are much more challenging to find and share. By converting paper files to an electronic format, you can maintain, preserve, and archive your most critical documents using desktop scanners.
Why Do Businesses Value It?
Here is why companies value file imaging.
One of the most valuable benefits of file imaging is a reduction in storage space. Fewer paper documents mean less demand for physical storage space, and you can use your office space in other ways. You can store digitized documents on electronic devices or the cloud, which are cost-effective for storage, processing, backup, and disaster recovery.
Quick Document Access
Even with labels, file cabinets, binders, and color-coding techniques, paper documents can still be challenging to find. Digitized documents aren’t a headache to find or process. Employees can find files in a matter of seconds without going through piles of paper.
You can look forward to business security by controlling who has access to digitized files. It’s also possible to track each operation made on the document. You’ll also be able to control or prevent people from deleting or changing files.
The majority of employees spend most of their time collaborating on tasks. Imagine employees trying to add written notes to files. Scanned documents are easier to share, manage, and collaborate, which boosts productivity, saves a lot of time, and makes the collaboration process smoother.
Better Disaster Recovery
It’s unfortunate to consider, but if a flood, fire, or disaster affects your business, paper files might be destroyed. Imagine losing access to all your vital files. You can back up digital images on tapes and hard disks in a secure location.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.