What is a fax machine? Short for facsimile which means ‘making an exact copy of’, the telecopying, telefax or fax machine allows a person to send a scanned image of...
In today’s modern working environment, saturated with information, businesses have a responsibility to manage their data and digitally archive all important documentation. Some businesses could find this challenging, but there are many reasons why traditional file management is simply not viable in today’s businesses.
One the primary reasons that businesses choose to digitally archive information is the costing saved. SME’s tend to save a large amount of money maintaining document records. This is highlighted in the cost of ink refills, paper and printers, and is especially apparent in larger companies. Scanners can significantly reduce expenses.
Reduction of Storage Space
Online portals can contribute significantly to file management. Once the documents have been scanned they can be stored on authorised networks. This will reduce paper and general waste around the office.
Elaborating further on paper saving, document scanning will save you money. Smaller businesses have the capability to manage their documents in a single filing cabinet, but most large companies cannot. They will have to pay for a bigger office environment if they insist on storing documents in a traditional manner.
The Pros and Cons of Digital Document Archiving
Many large businesses will have to employ a document manager or assistant. By opting to digitally scan and archive this appointment won’t be necessary. Indeed, digital document scanning and archiving won’t require a business renting a warehouse and industrial equipment to store important information.
Efficiency and Convenience
Digital document storage has the benefit of being highly efficient. Document upload and retrieval can be completed with ease. This is especially important when dealing with sensitive data. The majority of government offices utilise digital storage.
Any growing business should be organised in their document storage and retrieval. Digital archiving offers a more unified system – one which is friendly and efficient. Templates can be customised, preventing disruptions in workflow.
Transferring documents is more streamlined. Accessed online, detailed documentation or large files such as road maps and videos can be accessed with ease.
These are just some of the reasons why document scanning is employed to great effect across businesses and institutions. If you haven’t considered just how important document scanning is, and how it can benefit your business, perhaps now’s the time.