Digitalizing information is more than just a scan of physical data

Scanning your documents makes them instantly available, but digitizing technology can take you further.

In the wake of the recent Cathay data breach, experts have been calling for stricter regulation for companies on how they manage their data. Businesses have more reasons than ever to digitize information – whether it is to save paper, make their data more accessible or to aid data protection. Businesses now need to know what personal data they have hidden away in the warehouse and consider how it could be found, edited or deleted on demand.

The obvious answer is to scan paper records in order produce a digital version. Modern scanning is very advanced technology and provides much more than just a scan of physical data. Scanning can be used for invoicing, image processing, collaboration and tagging – and it’s very reliable.

Below are eight reasons to get your physical records scanned:

1. Quicker to find files and manage data

How are you going to achieve that if the data is on paper in boxes and unsearchable? Scanning makes it quicker to find files and easier to manage personal data.

2. Save on physical storage

Paying for physical data to be stored in warehouses can be an unnecessary expense, especially if in future nobody will know what’s in the box or how to find it.

3. Save space and money

Using prime office real estate to store business records is costly. Scanning your documents frees up office space so it can be used to generate more revenue for companies. Thousands of files can be stored on a single server rather than taking up space in bulky file cabinet.

4. Improve data security

Protecting hard copy information is difficult at best. Scanned documents can be encrypted, password protected, and securely stored in the cloud. You can assign access levels to specific users and track all file activity.

5. Improve staff collaboration

Document scanning makes it easy to share documents and collaborate on projects without having to reproduce information on paper. Staff in multiple locations can access and view electronic documents simultaneously.

6. Aid audit compliance

Compliance is a reality for most businesses. Document scanning makes it easier for your company to fulfil its legal and regulatory obligations. Digital files can be organized, indexed and produced quickly to meet the demands of even the strictest auditor.

7. Better customer service

If you have customers in more than one region, it’s hard to provide consistent customer service. Instead of having to print and mail bills, invoices statements and other items, document scanning lets you get important information to your clients much faster.

8. Improve disaster recovery

Paper documents are especially vulnerable to fires, floods and natural disasters. Fortunately, document scanning offers enhanced disaster recovery for your business. Digital images can be backed up to tape or hard drive or protected electronically with an e-vaulting solution.

At Crown Records Management, we can also arrange to hold original documents for legal, risk or commercial reasons, and ensure distribution of electronic copy wherever you need it.