When data is the key - Digitising documents is the only way forward!

When data is the key - Digitising documents is the only way forward!

by Niharika Sharma

Efficient and effective management of documents helps organizations run smoothly. While improving this function can make a big difference in nearly any industry, managing and organizing documents digitally can be beneficial in the long run, but document digitisation is often overlooked. It’s easy to de-prioritize dealing with a paper-based collection of documents, reports, images, and more - and these only end up accumulated over the years. From improving accessibility to enhancing security, there are some excellent reasons why it’s worth putting in the effort to digitize a paper-based archive and make it a priority for your business and process.

Digitising documents is essentially converting physical files and records into digital formats. The process of digitisation transforms information into easy to access digital structures that are easy to search, share and extract. Digitising documents - both historical or archived documents as well as all newly created documents moving forward - is a critical step in helping push through the blockage.

There are four main reasons to digitize your documents:

Enhanced Security: Physical documents run the risk of malevolent parties seeking to destroy or confiscate critical documents. In addition, sensitive information facing clients or even department confidential documents need security. Physical documents are much more difficult to maintain, and you require keeping logs of entries each time someone accesses documents - yet you can't be sure that records will not be compromised.

Digitising enhances the security of your documents by many folds. For example, you can restrict people from accessing files, secure them with passwords, and more.

Accessibility: You can place documents on an online or offline server or in a private or public digital library through digitisation, making it easily accessible to staff or the public.
Finding files in a room full of documents can be daunting, but you can quickly access required files with absolutely no hassle through digitisation.

You can save your documents using file naming conventions, make an inventory, group relevant files, categorize them and add tags to make them easy to search.

Save Space: Clearly, physical documents will always take up more space. So rather than having to dedicate more storage space, you can always digitize and store documents on the server and save on your office space. Not only will it free your office space for more important use, but it will also be a cost-effective solution.

Ease of Sharing: Share your files and grant different accesses to your colleagues within your organisation or with your clients. Digitisation makes documents more flexible to work with and to share. You can simply add relevant files while composing emails rather than struggling with physical paper bundles.

So how do you start your journey to document digitisation?

While every organization will have a different requirement depending on the amount of documents they deal with, having a smart scanner at your workplace can help you manage your documents and get started on the digitisation journey.

The Raptor is the latest addition to the IntelliScan series and can be a perfect match for your office. The scanner redefines efficiency in production scanning on the market. This has been achieved by combining compactiveness, speed and superior image quality at a competitive price. What makes it stand out is its ergonomic design; it can easily fit in compact office spaces and can be adjusted to the required height. Thus, it offers high-end scanning capabilities while still being a cost-efficient office scanner.

You can further dive into how scanners make a great first step in your digital transformation and learn more about digitisation benefits.