Document scanning is simply making digital copies of a document. This process requires an optical scanner which moves a beam of light systematically over the document to capture the image. The device then transfers the image into an electronic copy which is stored in the computer hard disk or any other storage device. When high volumes of documents are being scanned for the purpose of storage it is then referred to as bulk scanning services.
The transition to paper less business from paper based business has fueled the usage of scanning as a means of distributing and managing documents. Companies have also realized the need to organize and store paper based information in electronic form which is more efficient and cost cutting.
The documents being scanned in the batch sometimes may vary in size. Documents of different sizes are scanned individually one by one whereas if they were of same size an automatic document feeder could have been used. In this case, more time will be spent in this practice.
In planning for this process, first, the legal issues have are ironed out. Though images of original documents are commonly accepted in a court of law, electronic documents whose integrity is doubted are rejected. Assessment of this documents is a must to ensure that they are reliable.
Texts printed on backgrounds with hatched lines or crossed lines may not be reproduced clearly. The scanner may have difficulty differentiating the text from the background.
Sensitive company information is stored safely. The information is then safeguarded against theft by being protected by passwords which only few personnel are aware of. This vital information in electronic form is stored in multiple repositories hence eliminating the risk of losing it completely. Moreover, electronic storage preserves the information better than paper which deteriorates over time.
Documents are put into batches by using similar classification. This makes it easier to manage the documents during the scanning. Unique identification is given to each batch in order to ease the retrieval process. Each document in each batch should be preceded by a batch header sheet which helps in identifying the department that owns the document.
Old and expensive document distribution tools like facsimile machines have been replaced by scanning of documents which has reduced the costs involved with document distribution and management. This practice is cost effective and saves a lot of time.
The transition to paper less business from paper based business has fueled the usage of scanning as a means of distributing and managing documents. Companies have also realized the need to organize and store paper based information in electronic form which is more efficient and cost cutting.
The documents being scanned in the batch sometimes may vary in size. Documents of different sizes are scanned individually one by one whereas if they were of same size an automatic document feeder could have been used. In this case, more time will be spent in this practice.
In planning for this process, first, the legal issues have are ironed out. Though images of original documents are commonly accepted in a court of law, electronic documents whose integrity is doubted are rejected. Assessment of this documents is a must to ensure that they are reliable.
Texts printed on backgrounds with hatched lines or crossed lines may not be reproduced clearly. The scanner may have difficulty differentiating the text from the background.
Sensitive company information is stored safely. The information is then safeguarded against theft by being protected by passwords which only few personnel are aware of. This vital information in electronic form is stored in multiple repositories hence eliminating the risk of losing it completely. Moreover, electronic storage preserves the information better than paper which deteriorates over time.
Documents are put into batches by using similar classification. This makes it easier to manage the documents during the scanning. Unique identification is given to each batch in order to ease the retrieval process. Each document in each batch should be preceded by a batch header sheet which helps in identifying the department that owns the document.
Old and expensive document distribution tools like facsimile machines have been replaced by scanning of documents which has reduced the costs involved with document distribution and management. This practice is cost effective and saves a lot of time.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Enterprise Cloud Document Management she suggests you visit her friend's for more information.
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