How Safe And Simple Document Imaging Can Benefit Your Business
How Safe And Simple Document Imaging Can Benefit Your Business
By: Mallary Gandar
Many won't admit it, but paperwork, especially keeping track of it for years, is a real nightmare. File cabinets full of paper. Boxes packed away in the basement, attics, storage buildings and even shoved in corners simply to have them out of the way. The rule of thumb is that the Federal Government wants you to keep paperwork for 7 years in case there is some type of issue that has to be researched. This can mean you have to keep track of tens of thousands of different pieces of paper. Document imaging can reduce the amount of storage required from boxes and boxes of paperwork that takes up rooms down to a few DVD's meaning a huge savings in space and in dollars, but people are afraid that document imaging doesn't work for a variety of reasons. In truth, this simply isn't the case. Take a look at this list so you can allay your fears about using document imaging.
- Scanned documents are just as valid in an audit as paper.
- Storing documents electronically makes them easier to organize and find.
- As a fire hazard, paperwork stored in boxes presents a real hazard.
- Once scanned, documents can be emailed or faxed easier than paper and printing documents for whatever reason is as simple as clicking the print button in your word processor or graphics software.
- Scanned documents created with the document imaging process can be stored on DVD's and CD's for at least 10 years if need be.
- Since you can easily replicate CD's and DVD's, and since they are easy to store, keeping a backup in a safety deposit box in a bank is very easy, instead of trying to keep paper documents.
- As an economical solution, documents stored on CD's and DVD's will save storage fees and will pay for itself.
- Records that are scanned are accessible via tablet PC's, laptops, netbooks, PDA's and smart phones directly from a local area network or via the internet if need be.
As a business tool, document imaging is more important than ever. Not only is paper storage problematic at best, but without having a copy of the paper somewhere, should something happen as in a flood or fire, there is no easy way to recreate all of that paperwork. Having the scanned documents available on your network or on DVD's and CD's makes it a lot easier to find a specific piece of paper. Instead of having to sort through boxes of paperwork to find the right file, you can find it electronically in a matter of minutes. Having a company that specializes in document scanning services can take care of your old paperwork, you'll save time, save money and reduce paper waste and fire hazards.
Author Resource:-> Regardless of the size of your business, using document imaging can end up saving you time, space and money. Mallary Gandar researched what document scanning services could do for her company and she found it would be a big benefit for everyone.
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