subject: Document Scanning, Document Indexing and Document Destruction: An Overview [print this page] Document Scanning, Document Indexing and Document Destruction: An Overview
Only document scanning is not enough for data management system. To make your information more organized you must follow full process that includes document indexing and document destruction too. There are very few outsourcing companies which offer more accurate document scanning, proper document indexing and effective document destruction.
For efficient management of information, you must need to follow all the steps. Let's take a look at all the step involved in the process.
1. Document Scanning: it is the basic services used to make digital copy of your paper documents. As per on survey, now-a-days there are large numbers of companies using document scanning services. They are getting positive answer against various problems such as information theft, high cost, tracking issue, low storage space and some other.
There are some benefits if company is using document scanning services:
- There is no need for cabinet system. More spacious and organized office makes your staff to deliver their best.
- You can make any numbers of backup copies and store at various places. So, there is no worry about the information loss. If one is get corrupt, you can get the data from another backup.
- You can track the access information by generating log file in document management system.
- There is a facility of access level in information management system. You can assign require access to particular person as well as give password to particular document to avoid data theft.
- There is no need to get photo copy for every executive, just share the document and all the executives can see the same information on their information. Company can drastically reduce the cost of stationary as well as maintenance of documents.
2. Document Indexing: After scanning or while scanning, assigning proper group and name to file is very important. This type of service increases the speed of document search. You can easily and quickly get the required information within few clicks. You executive can make the decisions faster as well as more goal oriented. Ultimately, you will see affirmative change in productivity and performance of company.
3. Document Destruction: It is a critical and end part of the process. There are various methods to destruct documents such as, using shredders, selling to paper mill, destroying by fire. It depends on the requirement of company.
So, document scanning and document indexing is the base step to make efficient document management. Document destruction is recommended because of data security issue.
