Document imaging is the process of converting paper documents into digital documents. The documents (images) are then stored electronically, making them easier to access and less expensive to manage.
How Does Document Imaging Work?
A document is scanned, transformed into a high-resolution image and is then saved onto a computer hard drive, network server or optical disk. Next, index cards are applied to the documents. Index cards provide details such as the author, reference number or date.
Once stored, documents can be read by Optical Character Recognition (OCR) technology. OCR enables you to retrieve files by folder location, by index card or by searching any word or phrase in the text.
This means your employees will spend more time working with information and less time looking for it.
Although a completely paperless office may seem farfetched, today’s hard drives are bigger, more reliable and less expensive than ever. Storing documents electronically will provide the next best thing: the “less paper” office.
What about the implementation? Doesn’t it demand a lot of time and money?
Document imaging provides a long-term solution for lowering printing costs. Here are just a few of the ways it can save you money and improve your business:
Reduced Storage Costs
Storing documents in filing cabinets is bulky and expensive. According to experts, it costs businesses $20 per document to use conventional storage methods. Businesses run into big problems when storage space becomes scarce. With document imaging, files get stored in a fraction of the space at a fraction of the cost.
Storing documents electronically makes finding your information much easier. Document Imaging allows you to find and access documents in mere seconds. No more flipping through filing cabinets in search of elusive files. By eliminating manual filing, you remove the risk of human error and the risk of lost or misfiled documents.
Improved Document Accessibility
Electronic document storage provides access for all employees, regardless of their location. Teamwork is easy when all departments, offices and even countries can access what they need quickly. Don’t want everyone to have access to all documents? Control document access by applying user permissions.
If a flood destroyed your office today would your files be safe? Insurance might cover some of the damage but they can’t replace lost data. With document imaging, your files get backed up and stored off-site and your business can get right back to work after such an event.
Not sure if document imaging is right for your business?
One of the benefits is that it’s completely customizable. You only pay for what you need. If your company grows, your document management solution grows with you. No matter what size your business is, you’ll know that your valuable documents are completely secure with these document storage solutions.
Call Stone’s Office Equipment at 804-288-9000 to find out more about safely storing documents, improving efficiency, and cutting costs for your business.