As a small business owner operating on a shoestring budget, you need to slash redundant costs. Having to search through a vast volume of paper documents could result in lost productivity, as well as require additional space to safely archive it all, and those recurring costs add up.
Document scanning can help small businesses avoid those challenges and, in turn, save money in the long run. You can entrust a document scanning service provider to have paper documents, microfilms, plans, maps, blueprints, and other media converted to a digital format. In addition to saving space, converting documents to digital formats makes your documents more secure because you can save them as read-only files, decide who can access each file, and encrypt the data.
Digitized files are also easier to access and navigate, leading to improved customer service quality, increased productivity, quicker retrieval of relevant information, and alleviation of fear about damaging critical physical documents.
If you have sensitive documents, such as those with financial information, you can use a redaction service to remove sensitive data from the digital files after the paper documents have been scanned.
A data keying service may also be useful after your documents are scanned. This type of service verifies the accuracy of scanned documents and manually inputs information, assuring minimal errors. Data keying allows you to conform to digital data retention stipulations. You just need to specify your preferred layout or format for the data. Digital files can then be incorporated seamlessly into your company’s database.
After all of your paper documents have been scanned and rendered editable, the paper versions can be destroyed, with the exception of documents required for statutory compliance and other legal purposes. The service provider can shred sensitive documents in bulk.
What are the advantages of having scanned documents?
There are many advantages of document digitization services. Here are some of the benefits:
Share documents easily. It’s faster to share scanned documents digitally than to mail, fax, or hand-deliver paper documents. Digitizing also streamlines the document-sharing process, which enhances efficiency and productivity. Digitizing allows many people and multiple departments to access the same document simultaneously, thereby improving collaboration.
Store information safely. Scanned documents allow for the safe digital storage of records. Digital files can be safely stored or backed up on remote servers that have high-security protocols in place. In addition, unlike paper documents, there is virtually no risk of losing or misplacing digital documents, and you can archive and manage digital documents in a structured way.
Incorporate digital elements. Scanning allows information to be captured from paper files, films, tapes, and other media. Information can be read from barcodes, RFID chips, QR codes, and other inputs that can be scanned. The scanned information can be transformed for use with document management systems, enterprise resource planning software, management information system software, customer relationship management tools, and other business applications.
Save money and time. You can access and use all scanned documents with just a few clicks, meaning you no longer need to search through heaps of paper files or have a warehouse dedicated to storing papers. According to a 2015 report from eFileCabinet, the average organization spends $20 to file a document, $120 to search for a lost document, and $220 to re-create a lost document.
Improve customer service. Digitized documents can be indexed with different metadata, which makes it easier and faster for you and your staff to find information and provide it to your customers.
Minimize storage space. You no longer need to maintain separate office space for storing documents. Expenses related to storing paper files can be eliminated.
Meet compliance regulations. Some industries have statutory compliance norms mandating that certain documents be maintained in a digital format. With scanning, you can achieve this quickly and inexpensively.
Reduce paper waste. As documents are scanned, paper waste is drastically eliminated, thereby discouraging deforestation and saving money. You also save money that would be spent on paper for printing and shredders for proper paper disposal.
Increase file accessibility. All scanned files can be uploaded to the cloud or shared. That means anyone with the right credentials can access them from on-site or remote locations, and any information can be searched within editable files in a moment.
What are the different types of document scanning services?
Scanning usually involves using a scanner lens to capture digital images of physical documents. However, basic scans of papers aren’t very useful; because they’re just digital images, all you can do is view them. A reputable scanning service can help you build on the basic functionality of these files by adding the following features:
- The ability to edit and mark up scanned papers
- High-resolution images in both color and black and white
- Different formats for storing at large or small scales
Here are the different types of document scanning services:
Bulk scanning. With this type of document scanning service, high-quality devices scan large numbers of documents in one go. There is no need to handle each paper individually, so the time span of scanning is short.
Large-format scanning. When the physical document is large, such as 54 x 72 inches, a large scanner captures superior-quality images. You can specify the color, size, resolution, and file type of the scanned documents. Examples of such files include posters, maps and architectural plans.
OCR scanning. You can get editable scanned files with support for edits using OCR scanning. The scanned file is not in an image format, so you can search for keywords. You can also edit text easily without affecting the original font style.
Microfiche and microfilm scanning.This type of service converts data stored on tapes and microfilms to indexable digital files, making it easier to share, store, access, and retrieve digital files.
Off-site and on-site scanning. In off-site scanning, a service provider scans documents at its own location. However, if the documents are classified and sensitive, you need to choose a service that can complete the work on-site so that your documents do not get misplaced or lost during transportation. An authorized person can watch the entire process to prevent any information theft. However, on-site scanning can be slower and more expensive than off-site scanning.
