What Is Document Imaging?

Document imaging is the process of converting hardcopy/paper records into an electronic digital format that can be stored, organized, retrieved, secured, and disseminated to facilitate electronic data management.

Disadvantages of Traditional Records Management with Hardcopy Documents:

• Slower information retrieval
• Higher cost of storage
• More vulnerable to security and disaster recovery risks

Benefits of Document Imaging:

• Security for unforeseen emergencies: Converting your paper documents to digital files is the first step toward having a secure disaster recovery system in place. In the event of a physical disaster, server failure or computer virus, your data is secure, which will allow you to continue running your business without interruption.
• Streamlines information for instant access: No longer do your employees have to waste time hunting for information that's hidden away in file drawers or boxes. Instead, all of your company's data is readily accessible in an easy to find format on your computers. Because your employees spend less time searching for data, they can devote more time to your core business. This helps increase productivity, and because it's faster to find information, your customers get the answers they need quicker, which has a positive impact on customer service.
• Saves valuable office space: No need for bulky file cabinets or messy file boxes that take up valuable office space. By converting your paper documents to digital files, you can operate more efficiently in a smaller space. And with the cost of office space spiraling upwards every year, this can mean significant savings in the long run.
• Saves on operating costs: As a result of needing less space, you save on air conditioning, heating and electricity. The long-term impact of this on your bottom line can be substantial.
• Helps the environment too: Using less paper has positive environmental impacts as well, because you can elect to recycle your old paper files.
• Legal and regulatory considerations: Due to many compliance and regulatory requirements, records must be kept for extended periods of time. Storing records electronically allows for easier long-term storage and retrieval of your vital business records. Also, today, digital versions of original paper files (even those containing signatures) are accepted as legal documents.

Storing Records as Digital Images Instead of Traditional Paper Files Offers Many Benefits:

• Automatically create backups of your paper files
• Ensure security - Secure sensitive documents from unauthorized access
• Increase employee productivity and efficiency - Allow multiple users to simultaneously access the same document
• Reclaim valuable office space
• Enhance profitability - Improve responsiveness to your customers
• Eliminate the chaos of misplaced or lost files
• Access documents instantly and easily from any PC