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5 Document Scanning Myths, Debunked

In the Information Age, it’s wise to know the facts. Even a smidgen of misinformation can cause your business to miss out on big benefits. Here are several common myths about document scanning to watch out for:

Myth 1: Document Scanning is Easy

Scanning a few documents with a desktop scanner is straightforward and easy, but converting several boxes of records with a desktop scanner may take several days or even weeks. In addition, if you want to make your digital files searchable, then optical character recognition (OCR) software must be used. And to ensure the accuracy of all captured information, it’s important to perform quality checks throughout the scanning process. All of that is a big drain on your time.

You save time when you outsource your scanning to a professional scanning company. The entire imaging and conversion process is handled for you, including:

  • document preparation
  • image capture and enhancement
  • optical character recognition (OCR)
  • file conversion
  • output to media or enterprise content management (ECM) system
  • post-scanning destruction

As a result, you can continue to focus on your business while your documents are scanned.

Myth 2: Outsourced Document Scanning is Expensive

In fact, the opposite is true. Investing in a scanning service is much more affordable than scanning documents in house. With outsourced document scanning, you don’t have to reassign staff to your scanning project. Instead of having to buy expensive scanners and software, your scanning company provides the expertise and technology required to digitise your documents quickly and accurately.

Myth 3: You Need to Scan Every Document

Document scanning isn’t an all-or-nothing proposition. Deciding how much of your file inventory to scan depends on your workflow requirements. Often, it makes sense to scan your most active documents first and then digitise other semi-active documents gradually or as needed.

With a Scan on Demand service, your documents are stored offsite in a records centre, freeing up valuable space within your office. When you need access to a file, a technician scans and converts it to a digital image, which is then sent directly to your desktop or digital device. Scan on Demand allows you to build your digital file inventory gradually.

Myth 4: Document Scanning Isn’t Secure

Nothing could be further from the truth. It’s much easier to protect digital images than hard copy records. Unlike paper documents, they’re less susceptible to fires, floods, and natural disasters. Digital images can be encrypted, stored securely in the cloud, or backed up to digital media and stored offsite in a data vault. Document scanning offers the ideal solution for protecting your information from disaster and unauthorised access.

Myth 5: Document Scanning Doesn’t Make a Difference

This is one of the biggest myths about document scanning. You’d be hard pressed to find a solution as beneficial to your business as document scanning. Besides the cost savings and increased efficiency, document scanning keeps your information organised, secure, and accessible, and helps keep your company compliant with legal and regulatory standards.

Don’t let misinformation prevent your business from reaping the benefits of document scanning!

Archive Document Data Storage (ADDS) provides document scanning solutions for health care providers throughout London, Bristol, Bath, and Swindon.

Natasha Rawley The File Queen: Expert in Record & Information Management, LPM Columnist.

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