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Going Paperless? Knowing The Benefits of Document Scanning

Deanie Canales
 


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Companies have done the math and realized the costs associated with paper for printers, filing and storage management represent a significant number to their operating costs. Smaller firms may seem to manage their documents a bit easier but larger establishments can get buried in mountains of paper very quickly. Many have to look for warehouses or other storing facilities so that they can store their mounds of files. Toner cartridges, printer repairs, lost time for employees fixing paper jams and the cost shredding the documents all steal money from the bottom line of the profit and loss statement.

Imagine just for a moment if your office no longer required hard copy document filing systems. Any document could be retrieved by a few mouse clicks and key strokes. Becoming a paperless office is no longer a distant dream. The goal of going paperless is to improve productivity when seeking historical documentation. The ability to search for company files by client names, reference numbers, dates or keywords is here and the technology for document scanning in Philadelphia continues to improve.

Digital archiving of historical documents is just a function of the cataloging task of a scanner service. Document conversions save your paper files as digital images or electronic PDF files. In the process, the text on the pages is scanned as readable text for future keyword searches. Key elements of a document such as dates, reference numbers, and vendor or client names are associated with each document and perhaps stored in a relational database. The speed at which the scanner hardware and software can capture images is mind boggling and continuous improvements in document imaging equipment has made these tasks much more affordable for all businesses to become paperless.

What are the benefits that offices can reap when going Paperless?

  1. Increase of productivity. With the files already available in digital form, it can now be easily accessed and shared by employees.
  2. Digital documents are now portable for e-mail and e-fax use.
  3. Improved customer service with faster document retrieval. Client resolutions can be performed during a phone call rather than a follow up call.
  4. File management and storage is now measured in memory space rather than cubic feet.
  5. Digital archiving reduces the likelihood that documents are destroyed through fire, water or theft.
  6. Operating costs across the board are reduced.

Outsourcing the task of digital archiving can be more beneficial in terms of time and cost effectiveness. Locating a reputable document scanning company in Philadelphia is as easy as a keyword search in Google. Same thing for document scanning in Mercer County, but be sure to find a scanning service in Burlington that can save the images and file formats required by your doc management system and will pick up your hard copy files from your location. Financial services companies operating in Wilmington will benefit most from an outsourced partner with equipment for document imaging in Delaware and it is not unusual for these companies to rent secured space to help protect the privacy of information. Larger projects such as a public school system in New Jersey would reach out to a service that can conduct document scanning for Camden County schools in one centralized location to improve the speed and efficiency of the process.

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