You may have business documents that you would like to store electronically. Here, you will learn about document digitizing and its benefits of accessibility and disaster preparedness.
A physical document may be misfiled, misplaced, stolen, or destroyed, without your knowledge until you look for it. Searching for a document may cause frustration and lost productivity. And your records may not be protected in case of a disaster. Digitization may help you combat these types of problems.
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Document Digitizing
Documents can be scanned and stored as single files or indexed as part of a document management system for easy access, retrieval, and archiving. You may use services like digital scanning New York NY, to digitize your documents and pictures of various sizes, including architectural drawings.
Popular document formats include TIFF and PDF. PDF documents may be digitally signed for verification and authentication of contents. Pictures may be stored in various lossy and lossless formats, with popular formats being JPEG and PNG.
If desired, the image of your documents may include optical character recognition where the document’s text becomes digitally available, indexable, and searchable in addition to its image.
Document Accessibility
Your documents may be indexed, stored, easily audited, protected, and accounted for in digital format. You may place security levels for accessing, printing, sharing, and deleting. You may allow remote access to your documents as well. Your staff may work on them together from different locations, saving time and scheduling conflicts. Digital records can improve your business processes and procedures with added benefits to customer care.
Disaster Preparedness
When you have digital copies of your documents, you can make backup copies and store them in a remote location and the cloud for safekeeping. In this manner, your essential documents may be recoverable if your records are lost or destroyed because of a natural or man-made disaster.
Read also: How to Choose the Right Document Scanner for Your Business