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Advantages of scanning
plan of action
Why do it?
Some Advantages of Scanning
A brief overview of the advantages of scanning
There are many advantages to scanning your information. The speed and efficiency of scanning has improved dramatically in recent years, the cost implication is far less of an issue.
Below are a few advantages to scanning, whatever the format is that you wish to scan (documents, drawings, microfilms etc)
As space in offices is becoming more and more expensive and valuable, many companies will calculate the actual cost of storage as well as the potential earning power if the space was available.
Disaster recovery, cost justification of losing critical information, whether the threat is fire, water, loss or general degradation.
Information is constantly degrading, through constant use and general aging. Documents, drawings and micro-formats become torn, faded and possibly brittle. Scanning the information will capture the image and the scan will not degrade.
Make information available to people at their desks. Remove the need to have staff wandering around looking for documents. Scanned information can be made available over your network so that the information can be searched, viewed and printed in a fraction of the time.
Information can be easily distributed, not just internally but externally via email etc, Cloud Services, CRM Systems, saving time, effort and postage costs and providing Hybrid working.
During the scanning process you will be amazed at the number of documents, drawings or microfilms that you thought were lost that reappear from a simple miss filing error.
Using OCR Searchable Text, lost documents can be searched and hopefully found!
As many microfilm reader printers become old and almost impossible to source, the cost of a direct replacement machine is often far more expensive than outsourcing the scanning work.
Electronic data can se Encrypted, stored in Secure Folders with permissions for only people that are authorised. Files can be stored on Secure Cloud Services.
The best thing is you won’t have to re-file anything! This also removes the possibility of misfiling a piece of information.
Information can be easily distributed, not just internally but externally via email etc, saving time, effort and postage costs.