Whether you’re a business owner trying to improve your company’s efficiency or an employee looking to make your job a little easier, learning about the benefits of document imaging is a must. Document imaging refers to the process of converting paper files to digital images using a specific piece of equipment combined with a certain type of software.
The most common document imaging equipment is a scanner. When you scan a paper or microfilm document, the scanner will convert that document into a digital image that allows you to save the document to your computer and read it clearly on your screen. The document will not be machine readable, however, meaning your computer won’t be able to read or search the text in the document like it would in a word processing software document.
Why Invest in Document Imaging?
When you invest in the right document imaging equipment and software, you’ll be able to get rid of those boxes and file cabinets filled with documents. You can reclaim all that office space and put it to good use instead of clogging it up with unnecessary paper documents. You can also cut costs and reduce your company’s carbon footprint by shredding and recycling all that unnecessary paper. Plus, in case of a disaster like a fire or flood, all your important documents will be stored on your computer system and therefore easy to recover.
Document imaging improves company efficiency by making all necessary information easily accessible for all of your employees. Multiple people can view the same document image at one time without needing to pass along a physical document or make multiple copies. If you’re sharing documents with clients that don’t live in your area, document imaging is crucial. All you have to do is send them an email with the document image attached, and you can all be sure to stay on the same page. Without document imaging, you’d have to rely on the snail mail to pass documents back and forth, which wastes time and decreases efficiency.
By using finding aids and taxonomies, you can also make your document images extremely easy to search and retrieve. One simple way to make documents easy to find is by naming the file with dates and descriptive words. For example, if you’re saving an image of a client contract, you can name the file with the numerical date that the contract was signed (i.e., 03.01.19) and then add descriptors like the client’s name and the project type. That way, when you need to pull it up, you can simply search the date or the client’s name and quickly find the file you’re looking for instead of sorting through folder after folder of physical documents.
What Digital Imaging Equipment Should I Get?
Every company’s digital imaging needs are slightly different, so the best way to ensure you’re getting the right equipment and software is to work with a digital imaging expert you trust. They’ll be able to help you choose software and equipment that’s in your budget and meets all your needs. They will likely even be able to give you a tutorial on how to use your digital imaging equipment so that you know all its special features and how to make the most of it.