“Small office, organized office” is the latest mantra adopted by several Government and private enterprises. Keeping things well organized ensures faster archiving and easy retrieval of information records. Less office space also means less expensive property rental and lesser cost of maintenance. By adopting intelligent Document Management, you could easily accommodate bulky records of information within the limited office space.
Reduce paperwork with Document Management
Many offices are now adopting digital Document Management to convert and scan paper documents into digital format. This shift from paper to digital document management lets you save office storage space to accommodate other important assets.
Technology has revolutionized to such an extent in recent times that document scanning and conversion to the desired file format has become very convenient. It isn’t necessary anymore for you to visit a shop to get your copy scanned, it could now be possible with the help of your smartphone or a tablet.
Advantages of shifting from paper based to digital medium
Lets you in faster information archiving and retrieval
It is very convenient to search digital content by specifying several criteria. You can look for a specific file name, customer number or an invoice number. You can even filter out information by specifying a particular date or the directory.
Help to secure and backup digital data
Preserving data on a digital medium helps you protect all your important data from natural calamities like earthquakes and floods. You could secure all your vital data on remote cloud storage and external server storage.
Storing of data on a digital medium also lets you password protect important documents. By employing a unique data encryption technique you could even protect important data from hacking and theft.
By regular backing up of data in the server to last backup date, you could easily restore it whenever there is hard disk crash or virus attack.
One DVD equals 1 million pages of information
The amount of office space freed up by digitizing your documentation can be huge. A single DVD could store information of nearly 30 filing cabinets.
Aids in accessibility, data modification and sharing
By converting all your paper documents into the digital format you can easily edit them as and when required. You can even share data with whoever you want on the internet. As the data could be stored on the remote server, you could access them from any part of the world that has an internet access.
Digital devices & Mobile apps instrumental for scanning
By using your tablets and phones as digital scanners you could capture images of documents and business cards. Many document scanning apps let you store the captured image into PDF, TIFF and other universal document formats.
Most apps let you search for a particular word, edit a document or a business card with suitable OCR applications. Some mobile apps also feature smart address recognition to locate it out on Google Maps. You can even read or translate data in other world languages.
Documents that have been scanned and then stored digitally will last for a longer time. By storing data in remote distributed network you could save them during the catastrophic event. Digital data also zeroes out the risk of termites and other germ attacks.
If you are willing to get rid off all your bulky file loads digitized you need to hire a smart collegian who could do it for you. Hand him over with the suitable device and scanning technique and that’s the way ahead. Despite the task may seem daunting and cumbersome at first, with regular scanning habit you will soon clear off all your bulky clutters into a nice and tidy office.
All in all, replacing paper documents with scanned versions makes good business sense. Digital document upkeep helps you save paper, save trees and brings down administration cost significantly.
At LetsNurture we offer the web and mobile solutions to our clients. Our services and workmanship have been instrumental in awarding us several new customers.
In the digital document management space, our product Arrow Scan lets users to scan and export documents in multiple formats. The app lets the user to capture shots on their smartphone by placing the paper document on a flat surface and taking a vertical snapshot. Users must then export it to multiple formats like PDF, JPG and PNG and edit texts or graphics using suitable editors. With the help of the app, users can also switch between color modes and share the scanned documents over social media.
Customer retention and quality offering have been our motto ever since inception. Do you have any ideas in mind? we have the digital solution to implement the same. Connect us by email to [email protected]