10 Top Reasons for Document Scanning in the new economy
The scanning of documents and the use of digital documents are more essential than ever before as the economy improves, companies grow and the labor market gets tighter. The growth and changes result in more paper flowing into as well as out of the business and more information to keep track of. However, the tight labor market also means fewer employees available to complete the job.
The digital document management system, workflow automatization, and cloud-based access to data and information enable you to increase efficiency without hiring new employees.
If you’ve been putting off moving to digital, now’s the right time to make that decision. Your business should be set up to profit from the current economic stats. Moving from paper to digital by using document scanning apps like QuickScan – Best Document Scanner App, note-taking apps like Evernote, Scheduling apps, etc provides these benefits:
Preservation of Company Data – Even the smallest businesses have crucial records that must be kept. Paper records aren’t the most stable of all records. Microfiche and microfilm are the most stable but have been discarded. Digital documents provide the most stability and an easy format conversion process in the future.
Easy Access and Distribution – Digital documents are easily found by using search functions and are easily shared electronically and aren’t required to be filed following each use. Convenience and accessibility are the core of a digitization
Improved collaboration – Digital documents let teams collaborate on projects across geographical regions by working together on one document. Every document scanned is a living document that can be used to extract useful information, and is quickly updated.
Save Employee Time/Make Better Use of the Employees You Have – Employees spend a lot of time looking through records. They could be found at their desks or within the official records of the company. Electronic records can be discovered through search tools. Electronic records don’t also require additional time to file once they’ve been utilized. It is possible to complete more jobs without hiring additional employees.
Meet Security Requirements – Privacy laws, such as HIPAA and FACTA require businesses to have the privacy of individuals’ information. Systems for managing electronic documents offer sophisticated ways of controlling and authorization to access.
Better Compliance and Disclosure – Nearly every sector has regulations for compliance and disclosure that require companies to locate all the relevant documents required. Documents that are scanned simplify this process.
More Certain Disaster Recovery – Have you ever had the experience where the coffee spilled on your table, and then damaged an important document? Imagine the flood that destroys your basement and the company’s records. How will that impact your company? Documents that are scanned can be saved to remote servers regularly and virtually eliminate loss due to fire, flood, burglary, and sometimes, spilled coffee.
Reduction of Carbon Footprint – Reduce the use of paper and ink used for printing. Electronic records require lesser energy than records stored in climate-controlled storage facilities. Original documents made of paper can be destroyed and reused once they’ve been kept electronically. A drive for a greener environment.
Better Use of Office Space – Millions of documents scanned is stored on servers. To store the same amount of paper documents, you’ll need rooms and filing cabinets. If the economy is improving and you can use your office space for tasks that generate income rather than storage.
The legality of Digital Documents – Within the U.S., two major laws govern the use of documents used in the courtroom. The first law is called the Uniform Photographic Copies of Business and Public Record as Evidence Act which states that documents must be created through any “process that reproduces accurately or is a long-lasting medium to reproduce the original. It is admissible in court as the original.” This includes microfilm, photocopies, and photographs (scanned files). The second rule applicable to digital documents can be described as The Uniform Rules of Evidence. It was made possible through United States federal courts along with state courts in many states. This permits duplicate records to be accepted “to the same degree that the first.” The law requires that the duplicate “accurately duplicates that document in its entirety.” Since scans are just an image, they will be deemed admissible.
Each of these benefits contributes to a vital need for scanning documents: Going digital and automating workflows saves money!
Green offices work better. Green offices have employees who have higher productivity. Storage costs are reduced to a minimum. The employees you employ will be equipped to assist you in taking benefit of the economy’s growth instead of wasting their time looking for papers.
Steve Watt, is a hard-core tech enthusiast and digital marketing expert at QuickScan(https://getquickscan.app/). Steve has an insatiable curiosity for facts and figures which he puts to use in research & ideate on trending topics & need to write the niche content as per industry norms. To help & provide relevant information to the community on trending technologies.