In any office setting, document management is important. Whether offline or online, you are expected to properly organize your information for easy retrieval and viewing. Inasmuch as paper records are often regarded as the best evidence for transactions, some individuals prefer the information in digital formats. Popular cases involve land records, tax forms, financial records, contracts, and inventory files.
The technology employed in converting the paper records to digital files is called document imaging, and is essential for bulk processing and record management. In document imaging, the information on a paper document is captured by a digital camera or scanner and then converted to an image format. In today’s business, you can use bulk imaging services in a wide range of office applications. The tasks are all tailored towards better document management.
1. Easy Offline Search
Whenever your bulk documents are imaged, they are assigned retrieval codes (indices). It’s more like a filing system but now in a digital format. Using the indices, you can easily search the documents on the database and find them. The retrieval is done with speed to ensure a smooth offline search.
2. Frequent Online Retrieval
In case you want to access certain documents from time to time when you are not within the office setup, you can do it over the internet. The technology gives you the freedom to convert the documents to formats that are easily accessed online. So, you can go to the internet whenever you want and be able to view image documents such as invoices and personal files seamlessly.
3. Document Sharing
In some cases, especially when your workforce is comprised of several individuals with similar duties, you’ll need to share some documents at the same time. Through document imaging, you can do it conveniently. You have the will to decide who can access the information and who cannot. So, instead of sending a copy to each individual, just post it in your system and the respective employees will access it.
4. Special compliance Requirements
There are certain situations when compliance issues may necessitate conversion of paper files to digital images. A good example is the payment card industry data security protection. In such cases, bulk imaging of the needed files so that they can be encrypted provide a great acceptance method of compliance.
In general, bulk imaging services are designed to help you manage your documents efficiently. This ensures that the running of the business is smoothly done and no vital information is lost or manipulated. In the long run, you boost business productivity.