Document Imaging And The Paper Free Workplace

By Robert Corter

At the onset of the 21st century, the paperless movement has gradually begun gaining steam. Some businesses have begun realizing the potential of having a paper-free workplace. And the key to such is document imaging.

Document imaging was introduced around the 1980s and involved replicating documents through the use of copiers, fax machines, microfilms, printers, scanners, fax machines, and archive writers. Nowadays, document imaging refers to software systems that capture images of documents and stores them in a database. These stored images are readily accessible and can be reprinted as needed.

The Advantages of Document Imaging

There was a time when typewriters were necessary for a company to thrive. Then computers took over. What s common with these two is the need for paper as the main medium to keep important records. With the old ways, companies rely on reams and reams of paper to go about their business. With all those pieces of paper, you ll need some way to file them and so out you go to buy folders, envelopes, and filing cabinets. You also had to put up storage facilities to make room for your bundles of documents. With this software, you not only lessen the expenses for papers and storing, you also help the environment. There is less need for cutting down trees just to produce paper.

For some, they can even make do without outsourcing data entry. Most companies have to hire personnel whose main task is to document everything and file them. That includes data entry, photocopying and storing the files. Document imaging negates the need for such a job.

Another advantage is it boosts your company s productivity. Having all your files on a central document database will allow you and your employees or co-workers to work smoothly. You won t have to waste time and energy searching for certain documents in your storage facilities. There is less chaos and arguments when an important file can t be located. Think of it this way, a client calls or comes to your office and you need to procure a document that contains the details about that client and your business with him or her, would it be embarrassing if you let your client wait while you look for the files? With this software, data retrieval is as simple as turning on your computer and clicking on that file. Time is an important factor in any business situation. And time and energy is what you save with document imaging.

Speaking of time, you also save some while filing the documents. Organizing is easier and effortless. Just scan the documents and save them in your database. It is also easier to group them in, say, alphabetical order or by virtue of importance. You don t have to worry about inconsiderate and absent-minded co-workers who do not know the importance of organization. When things are organized, workflow is a breeze and the chances of losing important files are less. In fact, such accidents are now inexistent because document imaging provides you with backups for your files that you can access anytime, anywhere.

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