A Convincing Case For Document Scanning And Document Management

Even though a 100% paperless office might not be a realistic possibility

, using document scanning and digital storage should be the goal for every business from both an efficiency and eco friendly standpoint. Document scanners allow for the storage of data and conventional paper records with NO physical and expensive floor space requirements; an important consideration with today's high sq ft office rentals. Many offices have entire rooms devoted to paper file systems and in some cases, such as legal offices, the original document is the only one that matters. But in any office all documents can be stored digitally and be instantly accessible at the PC.

Document scanners can be used for sending faxes by email or over the internet. When used in this manner, the fax may be scanned from a paper document, sent electronically, read by the recipient, who stores that information on their computer without the need to produce a paper copy. Because so many people carry PDA's today, many documents can be scanned and made available to employees even when they are away from the office.

Directly scanning a document to be saved electronically, stored and retrieved at a later time, is a super efficient method of retaining copies of documents for information and archival purposes. This storage method can result in huge savings for businesses each year in paper costs, actual storage space within the office, and in time spent by employees handling paper documents through the process of filing, retrieving, and later re-filing once a task is complete.

By using our document scanning services, office staff can call up an image of any document with a few key clicks and put it away with even fewer clicks.

With the huge hard drive and CD storage space available today it makes sense to keep digital copies of documents even if you still prefer to keep the hard copies on site.

by: geoff shilton

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