What is Document Scanning?
The Benefits of Document Scanning and Electronic Filing System Integration
Businesses are like humans. They come in all different shapes and sizes, but are made up of the same parts. One of the key “parts” that lies at the core of all businesses is paperwork and documentation. From invoices and financial records to data files and internal information, you will be hard pressed to make it through your work day without interacting with some form of documentation. That’s why it’s important to understand the benefits of document scanning.
For years and years, documentation was a manual process. Handwritten forms being filed in assorted filing cabinets. When computers first surfaced, files were able be typed, which saved valuable time and hand strain. Now technology is so advanced, you can record, store, and view your files online. That’s right folks. You never have to look through hundreds and hundreds of alphabetized papers again, all thanks to a practice known as document scanning.
Document scanning is the process of using equipment, like scanners, to make a digital image of information that’s contained on a piece of paper. Think of it as taking a picture of a document, and uploading it on to a computer. It’s that simple. The end result is that you now have electronic records of all of your paper documents, which you can keep stored in an electronic filing system.
There are countless benefits to having electronic copies of your files and utilizing an electronic filing system. Your staff will no longer have to spend their valuable time doing bulk paper filing and record hunting. Instead, they will have nearly instant access to the records they are looking for. Electronic filing also allows you to have flexibility in the way you file your documents. For instance, one single record could be filed under multiple references, which (again) allows for quick retrieval. Additionally, you no longer need to invest in expensive, bulky filing cabinets that take up room in your office. Imagine what you can do with all that extra floor space!
Integrating your electronic filing system is easy. It can be made a part of your existing network or hard drive infrastructure, or it could be part of a SAAS (Software as a Service) solution. Choosing an implementation method will depend with how comfortable you are with supporting your electronic filing system in house (in your infrastructure) or in “The Cloud” (using SAAS).
You may also want to consider outsourcing some of the scanning, which may save you and your employees a great deal of time and frustration. Another option would be looking into a hybrid scanning solution, in which you outsource your back files and then scan documents yourself going forward. CTI offers a variety of hybrid outsourced services, which will allow you to be as “hands on” or “hands off” as you want to be.
If you would like to learn more about document scanning or electronic filing, please contact us today! We would love to discuss your needs and help you make the shift.