The amount of paperwork required to keep proper records can be overwhelming. The big organizations often use off-site document storage services. And paper documents can quickly overwhelm small firms’ offices. Using a digital document system instead of paper saves money and space.
Why Consider Document Digitization?
If you’re not sure about going digital, you might be wondering if it’s all worth it. Moving away from paper is good for the environment, but it may also help secure your information. Paper is not invulnerable. And important records can be destroyed by pests, fire, and liquid, while digital files can be safely kept in the cloud, an external hard drive, or several flash drives. Further, digitizing your documents cuts costs quickly. It can reduce or eliminate expenditures for paper storage, copying, mail, and courier services. Thus, no more paying for off-site storage and no more workers wasting time searching for files.
Listed below are ways to convert paper documents to digital:
1. Desktop Scanners
Desktop scanners, often known as ‘office scanners,’ ‘enterprise scanners,’ and ‘business scanners,’ contain automatic document feeders that can scan 15 to 150 pages per minute. If both sides of the sheet are scanned simultaneously, these units are expressed in pages per minute (PPM) or impressions per minute (IPM). Personal document scanners are low-speed, single-sheet scanners.
Document scanning is controlled by a program as well as the hardware. Despite the fact that many scanners include scanning software, these applications are typically ineffective for classifying, processing, and naming groups of documents. However, there are advanced programs that facilitate automation and indexing by providing additional services. The best document scanner software is capable of optical character recognition (OCR), which makes scanned documents searchable.
Whether you need to scan records, forms, or special documents, there is a scanner on the market that can match your unique business requirements and budget while providing the highest levels of dependability, accuracy, and technology.
- Flatbed. A flatbed scanner is more adaptable and produces better quality images. It may also scan book or magazine pages. Consider a flatbed scanner as a copy machine that can also be scanned.
- Sheet-fed. This type of scanner is less expensive and takes up less office space than flatbed scanners. They can also scan large volumes of paper. These scanners create fewer quality photographs. If space and cost are not issues, you may want to consider a flatbed scanner.
- Handheld. The scanners previously described are all big and not portable. Some organizations required portable flatbed scanners for a modest number of documents. That’s when handheld scanners developed. The distinction between these and other scanners is in their nature. And the Handheld scanners, as the name suggests, are small rod scanners that can be held by hand.
2. Multi-Purpose Devices
Many organizations buy multi-function printers that can print, copy, fax, and scan. These huge machines save space and money by avoiding the need to acquire multiple single-use units.
Ironically, these devices’ multi-functionality is also their downside. These scanners often don’t have as many specialized scanning functions to meet various workloads, leaving them lacking in versatility.
Every office worker has faced user crowding or strict printer scheduling that hinders productivity. Delays in projects due to mountains of paper can be huge.
Multi-purpose devices look great and perform well. In reality, they may be the slowest scanning option available.
3. Scanning Apps
If you only have a few paper documents, you can digitize them using a scanning app on your smartphone or tablet. For example, the Google Drive app allows you to scan documents and preserve them. This strategy is perfect for beginners because most programs feature clear step-by-step instructions that even rookie scanners can follow. It’s not the ideal technique to scan papers if you have more than a few items to save. And scanning a large number of documents takes memory usage.
Again, only use this method to digitize a few paper documents.
4. Document Imaging Services
A document imaging service can quickly scan, upload, and index enormous volumes of documents in the cloud.
Using document imaging services is easy. They collect your documents, securely scan them, and return or destroy the paper copies. They also help define online sharing and collaboration permissions, combine data to prevent redundancy, and manage data.
The added value of reliable document imaging services is unique. So no more multi-functional printer queues or equipment taking up valuable floor or table space.
Document digitalization is essential in today’s competitive environment. The digitizing procedure is not as difficult as it seems. Hence, it is suggested that you get it done as soon as you possibly can.