Tuesday, September 4, 2012

Scanning: The Benefits of Digitization

According to the technical report "Information and documentation - Implementation guidelines for the digitization of records", ISO 13028, there are several benefits to digitization. 

Let's discuss them: 

Digitization offers the following potential benefits to organizations: 

- The ability for more than one person to access images at once: 
Users can concurrently access the same image. A company or organization does not need to acquire and keep several copies of one image.

- Access from anywhere at any time: 
Really this benefit is closely related to the previous one, but the previous point was specific to concurrency in number of users (20 users imagine sharing a new procedure to be implemented in a company or organization). Apart from access while users can do from different locations, different devices , anytime.The physical documentation usually has a schedule of access, but the business world (and the public goes along) knows no timetables or regions, making business and operations throughout the week, especially when SMEs start internationalize and presence in several markets at once (you do not have to be in the same time zone). 

- Greater integration with business applications: Integration is one of the fundamental pillars of document management, since many business applications produce documents, and also many applications that exploit them. 

- The ability to transmit images within a structured workflow to facilitate: 
The process of transferring hard copies of images can be really expensive, in time and physical material (ink, paper). 
The imaging process with minimal quality are really expensive, in time and physical material (ink, paper). To collaborate on images, whether flat, scanning documents (ID cards etc..), To annotate these documents and make comments without these modify the image itself allow us to provide information about the image, etc. about their suitability. but not modify or attach paper documents that should be generating at various stages of proceedings. In short, all that means t ork team on documents and content . 

- The elimination of hybrid systems (paper and digital) that can confuse users who want access to the entire history of a case: 
When we change environments when speaking of the same compendium of information, we will inevitably lose some information along the way. There will be some updated documents in digital paper that are obsolete, and in many cases it will be difficult to know which is the latest version of the document or set of documents in question. Furthermore, as indicated from the norm, tracking (history) to the evolution of the document will be really difficult to do, since the document may be digital in some versions, and on paper in a specific location for other versions. 

- The ability to reuse existing resources limited by its format, such as large maps or materials stored on microfilm or magnetic tape: 
Of course, the physical resources are limited, both the size of printing as to the cost of storing. Store large volumes of maps, etc paper documents. has an associated cost huge in itself, not only by the slow search or access difficulties, but simply because the square meter of land is expensive, and populate it with data in the form of paper does not seem the best investments perform. 
Hence the benefits of using other methods like the "cloud" . 
It is important to be clear about the difference between having the document management system or ECM software in SaaS mode or on our servers, as both options have pros and cons, and the decision always depends on the specific problem of your organization ..

- The application of classification and indexing methods consistent for document retrieval, especially for hybrid records: 
Recovery methods of physical documents, using technologies such as RFID, pose real expensive and lengthy projects in implementation time. The classification of physical documents always being done in digital since the publication of a classification scheme is something virtually untreatable physical (imagine a library with a Flexible invetario done on paper ... really impossible ..) 

 - Integration with the organization's procedures for disaster recovery and backups: 
 Backup copies of paper documents, in a really high percentage of cases, not performed. The reason is that it tends to ensure the environment but mantenero physical duplication in at least two locations of paper documents, would involve an investment really high. However, once digitized documents, this is immediate. There are many ways to make automated backups over time (incremental backups) completely transparent to all users in an organization.Apart from specific solutions, we have generic solutions and affordable basis as server vendors in cloud environments. 

- Obtaining a copy protected and safe: 
A backup of a paper document requires either alone scanning of the document or use a capture process to perform a physical reproduction (with paper waste, electricity and associated with printing ink). The backup in an encrypted environment is performed in most cases in a matter of less than one second. 

- The potential reduction in physical storage space: 
This point we have described extensively, but we must insist, as we have seen in the Madrid (Paseo de la Castellana) companies spend an entire floor of its facilities to store documents. It really is property whose rent amounted to tens of thousands of euros, and again, not talking about the slow searches or security, but only the cost associated with the surface , bone sq.m / euros / month 

The ability to increase the productivity of the organization: 
Document capture systems that support document scanning reported drastic reductions of manual labor, or what is the same, release team task as identifying documents, archiving according to their type and extraction information contained in the documents. Between 60 and 90% of the costs of such tasks are entirely avoidable using support advanced capture system. 

Contact us now ! can help and improve enterprise content management (ECM)of your organization. 

Discover how a smart document capture process works.download it



  1. Recently there was a fire at my office in Riviera Beach, which destroyed all my client records. Thankfully, a few months before the fire, I had all my documents scanned by Saxon Archives and that made the rebuilding process less stressful. Check out their website at www.saxonarchives.com

  2. A Better Digital is the best place to go for all your copy and scanning jobs in Palm Beach County. Both times I've been there I've had a better experience than I do with any other copy centers in West Palm Beach. I highly recommend it, especially if you're in the neighborhood! Visit their website at http://www.abetterdigital.com/ or call 561-655-4944.