Businesses are frequently required to handle large volumes of documents. Generally, daily operations can produce large volumes of invoices, tax documents, personnel records, and many more. Fortunately, technological advancements and innovations brought about significant changes that made daily operations and processes more convenient and efficient, particularly regarding documents.
Document scanning technology significantly reduces clutter, provides easy access to all records, and increases overall productivity.
A Close Look At Document Scanning
Document scanning or document imaging is a process that involves capturing a digital image of an actual document.
The entire process of transforming physical documents into digital format will require optical character recognition (OCR) software. Generally, document scanning software will recognize the paper document and turn them into high-quality images that your business can utilize.
When document scanning is carried out correctly, it can bring about a positive impact on how your business operates while at the same time helping save both time and money.
Various Applications Of Document Scanning To Small Businesses
Although document scanning is vital in streamlining business operations and processes, it has multiple applications in small businesses that you need to be familiar with.
- Document Security And Audit Compliance
Some regulatory laws and compliance guidelines, such as the Health Insurance Portability and Accountability Act (HIPAA), require businesses to protect sensitive data from getting into the wrong hands.
Having digitally stored documents allows your organization to oversee user permissions while auditing who and when access occurs. Digitizing all documents and data in your organization with a document scanning tool can help ensure better security.
With actual paper documents, you cannot conduct an audit on who accessed them and what was seen. Additionally, paper records make it challenging to limit access to other users and also prone to alterations or substitution. Electronic documents cannot be altered, especially ones signed with an encrypted digital signature.
Remember that violations can reach a hefty price and even result in criminal charges and possible jail time. With this in mind, document scanning is your sure bet in keeping everything digitized for better cybersecurity.
Businesses in various industries undergo legal and regulatory compliance audits. A document scanning tool can efficiently retrieve digital documents, making auditing processes less onerous.
In most cases, the audits can be lengthy but costly, especially when sifting through large documents. Transforming all physical documents into digital files provides convenient access to records, which will likely cut down on the overall cost of the audit.
- Protection Against Natural Disasters
Natural calamities such as floods, tornadoes, fires, and other unforeseen events can put hard copies at risk for damage, potentially resulting in loss of critical information.
Digitizing all the physical documents with document scanning technology is a form of protection. All data can be backed up to the cloud or a remote site and retrieved when needed.
- Method Of Sending And Receiving Documents Promptly
As digital technology is taking center stage in almost every industry, it has improved data delivery. Document scanning can serve as a way to send and receive documents promptly and conveniently.
You no longer need to create copies and mail them to your team, and there are no more waiting times for the data to be delivered. Scanning all physical documents and turning them into digital file formats will make sending and receiving an efficient task within your organization.
- Simplify The Collaboration Process
Most document scanning tools allow multiple users to perform edits on the electronic files simultaneously. A document scanning tool is essential in ensuring better collaboration when working on a team project. It makes it easier for everyone in a team or department to share ideas or feedback on projects or tasks. In general, it saves time by sending versions back and forth and using time-consuming editing tools.
The digital collaboration enabled by document scanning tools will streamline processes and produce the best results in an office or remote setting.
- Eco-Friendly Decision
Aside from the benefits that document scanning can provide for your business, it also has an important environmental application.
On average, offices consume large amounts of paper every year. Sadly, it’s equal to many trees that are cut down. Additionally, paper waste can also be detrimental to the environment. You can help to keep the planet greener by converting your small business’s physical documents to digital ones.
Document scanning has come a long way with several innovations and now plays a vital role in digitizing operations and processes. Knowing all the potential applications of document scanning can open your eyes to the possibilities it offers small businesses. Document scanning is worth considering if you want to improve overall operations and boost productivity.