Having a comprehensive archive of your documents is crucial. However, maintaining an effective archive of your documents can be quite the challenge, especially if those documents need to be transported and stored for a longer time.
Some of the aged documents require special care during the entire handling and storage process. The solution lies in the ability to store such records in digital formats that can be accessed and stored without further manhandling of the original paper records. A number of scanning solutions exist to assist in the handling and storage of documents. Let’s look at a few of these.
1. Scanning Documents Incrementally
If you don’t have a scanning budget, you are better off scanning, processing and storing your documents on the go. While it would be expedient to get a document scanning company to do the task for you, if your budget is stretched and you cannot afford to pay for document scanning, then the best way to proceed is to scan your documents in stages. While this may be painstakingly slow and laborious, it is still far much better than not doing anything at all.
2. Going Completely Paperless
There has been a lot of debate about the paperless office. While some argue that the paperless era may be a lofty ideal that is difficult to attain, the reality on the ground is that many companies and organizations are steadily making progress towards this goal.
In the face of diminishing and expensive natural resources, the use of digital media to access, process and store information is increasingly becoming the most rational route to take. The resultant race for digitization has heralded a need for high record-keeping standards. This requires either outsourcing your document scanning tasks to a third party or buying your own scanning equipment and doing it yourself. Whichever option you choose, the overriding goal should be to drastically cut down on paper generation and use, while at the same time keeping an eye on the more loftier, but attainable, goal of a paperless office.
3. Using Camera-Enabled Devices for Cloud Scanning
Today, storage doesn’t have to be local. In fact, most records are stored on the cloud, where anyone with a smartphone and password can access them. Being able to scan documents using portable devices and then storing them on the cloud has revolutionized the practice of accessing and storing documents. Granted, your portable device may not be able to take professional pictures, but applications exists that can edit out the imperfections. Besides, cloud storage systems are manned by professionals and are highly encrypted to ensure the safety and security of your documents.
4. Scanning of Aged Documents
Aged documents may be difficult to read. Some are faded or damaged as a result of calamities such as flooding, infestation by rodents, mildew, exposure to direct sunlight, etc. Using digital devices, these type of documents can be enhanced with a view to making them as legible as possible without inflicting further damage on them. However, this task is better left to a professional document scanning service.
Before the advent of the high-tech digital solutions we have today, digital scanning for aged documents ended up with the production of microfiche, a miniature storage medium that applied microfilm. The problem with this method was that film does not last forever and microfilm readers have long gone out of production. With today’s digital scanning solutions, it’s possible to scan microfiche and store them in a digital format.
5. Remote Access Solutions
A document is of no use if it is not accessible. Document scanning provides a solution for making documents easily accessible without having to physically handle the original paper document. Access can be controlled by providing unique passwords to those authorized to access particular documents.
The top benefit of document scanning solutions is that documents can be accessed and utilized remotely without altering their contents. It’s also possible to have end-to-end encryption of data while at the same time adhering to applicable laws.