Articles

Securing documents by scanning

Securing documents by scanning

Official documents are filed and stored for various reasons, future reference being one of the most important ones. Sometimes, the ‘important’ document may be needed 10 or 15 years later. However, when documents are stored in the paper format, there are several risks involved as paper is not a very durable material. First of all, there are risks from natural calamities like fire and floods. Then there are risks of pest invasions. Finally paper can decay and become illegible after a while. What can companies do, when they cannot afford to allow the paper documents to decay or get damaged with time?

Fortunately, today we have document scanning facility – a technology that has enabled us to preserve almost any text, picture or drawing in a digital format. Not only are the digitalized documents free from damage caused by time, it is also retrievable instantly. In terms of security, nothing can be more secure, when you have scanned a document and stored the contents in the computer. After document scanning, you can store in digital storage systems like CDs, DVDs, hard drives and external drives. These scanned documents can also be uploaded on any online storage facility.

Though there are document scanning service providers readily available, some small and big businesses do the scanning themselves. There are several types of scanning programs available and the business owner can choose whichever program that fits his needs. The software allows every business owner to retain the confidentiality of the information contained in the documents or drawings, etc.

Document scanning is not only about enhanced security. It also allows you to track the number of times it has been viewed at any time. You also have complete control over the accessibility of these scanned documents. This means that complete confidentiality and security of the documents are guaranteed once they are scanned and stored in a computer.

Using digitalized documents is both simple and easy. Documents in digital format can be shared by multiple users and can also be transferred from one storage system to another. A directory of stored files can be created which makes searching for any particular information relatively quicker and easier.

As a business owner you ought to be overtly concerned about storing important documents for future as well as current use. You do not want anything to happen to these documents as this can affect your business in a negative way. Therefore, document scanning is the only way you can achieve hassle-free storage solutions that guarantee 100% security for the present as well as for the future.

inventory asset management

records management

document shredding

document scanning