Scanning your paper documents allows you to convert them into easily accessible and convenient digital files, which is ideal for office environments. You can share electronic documents with your colleagues at the click of a button and protect them from things like misplacement or theft.
The simple process involves passing a paper document through high quality scanning equipment, which converts it into image form. It is then saved to a PC in the desired location with an appropriate file name. If you’re still not convinced that scanning is the way forward, we have put together three of the greatest benefits of scanning your documents.
- Save Time and Space
No-one likes a cluttered desk and filing cabinets take up unnecessary space which could be used for something more productive. If you organise your documents electronically, there will be no need to worry about where you’re going to store them. The data that you can store on one lone DVD can replace nearly thirty filing cabinets. It will also be much quicker retrieving files on a computer than searching through hundreds of sheets of paper.
- Access Anywhere at Anytime
By saving a scanned version of a document to your laptop or other portable device, you will be able to access it even if you are not in the office. This, in turn, means you have less to carry around if you happen to be out for a meeting or working remotely.
- Increases Security
Data security is often a big deal for businesses and having a cabinet full of important documents is fairly risky. It’s easy for things to go missing or find their way into the wrong hands. When documents are stored digitally, passwords can be set to eliminate any security issues and there is no way for them to be misplaced.