Paper is about to become passé, judging by the pace with which businesses are embracing digital imaging. Advances in document digitizing technologies have made the transition from paper to digital files a seamless process. Even those who were initially skeptical are finding that digitizing can apply to most files, resulting in an organized system of records storage.
Understanding the Technology
Digitizing paper records involves document imaging using the appropriate scanning technology. Digitized files can be stored in various formats in hard drives, on servers or in cloud storage.
Standard paper records are scanned using any number of flatbed or sheet-fed scanners and associated software that saves and organizes files. Digitized files are tagged and sorted to provide easy access, and each text file is searchable to some extent.
Unlike traditional records, digitized files can be integrated into one uniform file type regardless of whether the original record was on paper, film or recordable media such as CDs, DVDs or portable drives.
Benefits of Digitized Records
When records are digitized, the most obvious change in the workplace is paperwork reduction. Electronic files stored in an online document storage system can be accessed by various users in different locations at the same time. Unlike paper files that take time to request, retrieve and deliver, digitized files are available for immediate retrieval for users with the proper permissions. In addition, digitized files can be accessed and copied many times without degrading the material unlike paper files.
Reducing the volume of paperwork by migrating to a digital format improves workflow because data users can access the information they need when they need it. Downtime is minimized and productivity increases. Additionally, digital files require minimal storage compared to the bulky file cabinets or file rooms used for paper files.
Document digitizing eliminates the need to transport records from one location to another, reducing mailing and courier expenses for businesses. Confidentiality of data is ensured as access can be controlled through authorizations, passwords and digital security strategies.
As an added layer of security, backup files of digitized records can be created and stored separately to ensure redundancies in case one site is compromised. Online document storage provides the best archival option because digitized files can be backed up and retrieved for conversion to an updated format or migration to new storage media.
Opting for Paperless Systems
Clearly, there are many benefits and few downsides to document digitizing and online storage. For a successful transition to a paperless system, work with a provider like Scantronix who understands the intricacies of record keeping in your industry.