4 Benefits of Document Scanning and Archiving
Read time: 4 minutes | Author: Luke Malone | Posted: May 25th, 2023
The Importance of Document Scanning and Archiving in Today’s World
The need for effective and efficient document management strategies has never been greater. Document scanning and archiving, whether in black-and-white or color, offers numerous key advantages to businesses, organizations, and individuals alike.
In this article, we delve into the four main benefits of embracing this technology-driven approach:
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Effective Storage Management Through Digital Archiving
At this time, many companies, like PRI Graphics in Phoenix, Arizona, leverage the power of high-tech small and large format scanners as part of their digital archiving and records management systems. These tools capture and preserve important documents, irrespective of their sizes, in a format that caters to your specific needs.
Also, through digital document scanning and archiving, the need for expensive physical storage is dramatically reduced, resulting in a decrease in overall company overheads. Businesses such as construction companies, which require accurate records from project inception through to closeout, significantly benefit from these methods.
Expedited Access and Streamlined Document Retrieval
Digital archiving allows your vital documents to be scanned and filed according to tailored criteria like name, date, indexing, or a custom file and folder system. This level of organization expedites the location and access of the documents, which are scanned in high resolution and organized to your preference.
In addition, you can print important documents like AEC documents in a format identical to the original scanned hard copy. Electronic document archiving ensures that crucial documents are readily available and can be shared electronically or via physical mediums like CD, DVD, or USB drives.
Overhead Reduction through Digital Archiving
However, businesses are required to keep a record of all tax documents for a period of seven years. For certain businesses, this requirement can lead to the accumulation of a massive volume of documents. Previously, maintaining physical copies of these documents resulted in additional storage costs, impacting a company’s overhead.
Today, with the advent of electronic document scanning and archiving, businesses can maintain accurate records without the necessity of hard copies. Consequently, if any governmental department requests further information, the needed document can be accessed instantly, printed, or shared electronically.
Instant Access to All Versions of Documents
Furthermore, as businesses evolve, important documents may undergo numerous changes or revisions and pass through multiple hands. For many companies, accurately documenting, archiving, and easily retrieving these revisions is essential. In addition, with every stage of a document’s creation – every detail, edit, annotation, addition, or revision – it can be scanned and archived. This process is ideal for document storage and retrieval, as well as efficient document distribution.
Unanswered Questions about Document Scanning and Archiving?
The implementation of any document scanning and archiving service necessitates a meticulously planned strategy for document storage and archiving procedures. Our team of experts at PRI Graphics & Signs, in Phoenix Arizona, is equipped to assist you in developing and implementing an optimal electronic document management system suited to your business needs.
Also, Reach out to us via email or at 602-393-3131, or toll-free at 877-409-8889. To learn more about designing an effective policy for document archiving, refer to our insightful article here.