In document scanning a scanning device is used to capture images of paper documents and store them in digital format. In their digital form they will not fade away, get damaged or worn out and can be quickly found without much efforts. A document scanner can scan images in just seconds thus efficiently creating an electronic version of it.
OCR Scanning is the most common type of document scanning method. An optimal character recognition device is used to scan text and images and convert them into digital format. Scanning can be done for documents in different languages and various sizes. The benefits of using an OCR are speed in scanning, conversion of paper documents to formats like Word, Text, PDF/A, HTML and XML, as well as the ability to make modifications or add comments to the document in its digital form.
Benefits of Using Document Scanning For Your Organization
Though buying a scanner is an initial investment, it is worth the money spent because of its many benefits. An accurate document-scanning device will give a snapshot of the original documents. Here is a look at the top five benefits that your organization gains by using a document scanner.
- Accurate recording of paper documents in their digital format because it eliminates errors arising when using a data entry service
- Quick file retrieval because files in their digital form can be easily searched
- Versatile document storage as scanning is not limited to text, but also images
- Saves on storage space because digital storage requires minimal space eliminating the need to buy file cabinets
- Digital documents can be easily shared as they can be quickly copied to storage devices or sent through email
Specialized Document Scanning Services
Storing paper documents accurately is vital so that they can be retrieved when required in the future. However the problem with paper storage is that it is laborious and the time taken to find a single sheet from a large volume of documents is difficult. Storing them in digital format through document scanning, which has wide applicability, can eliminate these problems.
Now it is used by many organizations for all their file storage purposes, thus replacing traditional paper filing systems.
Here is a look at five key areas where document scanning finds its applicability:
# Medical Document Scanning – Various types of medical documents such as lab report, patient registration information, hospitalization reports, patient charts, etc. can be scanned and converted into a digital format. This reduces the time, effort and money sent in managing a huge volume of paper documents and gives an immediate ROI by making sharing of documents easier.
# Legal Document Scanning – Large legal documents can be converted into digital format, which make storing and carrying them quick and easy. Bulk folders containing legal documents can be created by scanning which make finding legal information relevant to a case quick and easy.
# Bulk Document Scanning – Scanning is not restricted to just a couple of paper documents. You can scan large number of papers and books. Such documents can be scanned in seconds and stored in electronic format to a small storage device. This removes the need to get large file cabinets for file storage and saves on such storage space.
# Office Document Scanning – Documents created everyday as a part of work activities such as reports, bills, handwritten notes, etc. as well as those stored in office files can be quickly scanned and stored in digital format like Word or PDF. Large office documents with numerous images, microfilms, maps and architectural images can also be scanned and stored in digital format.
Make use of document scanning for your organization to digitize important information. Once you do that, you can easily make copies, transfer them between systems, share information instantly and accomplish much more.