Professional document scanning advice from Pro-Doc, the document management specialists
We’ve all been there; searching for an important piece of information that you know is hiding somewhere in an old document, only to end up spending hours searching through filing cabinets for an elusive folder that you’re certain you filed in the right place…. Or it might be that you know which information you need but can’t remember which of your vast collection of documents it stored in. It’s frustrating, time-consuming situations such as these which can be easily solved with the use of a document scanning service.
When carried out correctly a document scanning service has the potential to bring significant benefits to your business; helping you save time, streamline your systems and cut costs.
What does documents scanning mean?
Put simply document scanning (sometimes also known as document imaging) is the process of capturing a digital image of a paper document. This digital image can then be converted into a searchable, electronic image. In addition, digital images can also be processed using OCR (optical character recognition) software which turns these digital images into text documents which can be searched for keywords.
What’s does the document scanning process involve?
The term ‘document scanning’ is used to describe the entire scanning process, including scanning and then capturing the image using OCR software to identify words, before the digital file is stored securely, ready to be retrieved as and when it’s required. The document scanning process includes four main stages: input, identification, storage and retrieval.
Secure document storage and retrieval
Once paper documents have been scanned and digitized, it’s important they are stored safely and efficiently: this can be in an off-site storage/archive facility or the paper documents can be destroyed using a confidential waste disposal service and in line with data protection regulations.
Storage of the resulting digital documents must also be secure and efficient and it’s important to take into account how regularly the documents will need to be accessed as part of your business’s workflow.
Retrieval is the term used to describe the process of searching for the digital files, or specific information within a file, that you need. Once the information has been found, it can be delivered to your team in the most appropriate format for them.
The benefits of document scanning
Document scanning proves invaluable for the majority of businesses because it streamlines processes, workflows, storage and retrieval. Rather than hours wasted whilst spent searching for paper documents, document management is transformed into a simple and highly efficient process.
If you would like to find out more about how our document scanning services could help you save time and money we’d love to talk through the range of options available. Our services are suitable for business and organisations of all shapes and sizes so why not get in touch to find out more?