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Ten reasons to scan and digitise your physical records

BUSINESSES HAVE MORE REASONS THAN EVER TO DIGITISE INFORMATION, WHETHER IT IS TO SAVE PAPER, MAKE THEIR DATA MORE ACCESSIBLE OR TO AID DATA PRIVACY COMPLIANCE.

In India, inspired by the General Data Protection Regulation (GDPR), the Personal Data Protection Bill, 2019 (“PDP Bill”) was proposed in 2019 to bring about a comprehensive overhaul to India’s current data protection regime, which is currently governed by the Information Technology Act, 2000 and the rules thereunder. Currently under review by the Joint Parliamentary Committee (JPC), one can expect considerable time until the PDP Bill is enacted, given the substantial delays in progress and recent reports on the scope of the PDP Bill being reopened and broadened. Importantly, as per recent reports, the JPC is now planning to expand the scope of the PDP Bill from just personal data to ‘encompass overall data protection’ and non-personal data.

With a looming data protection law, the spotlight is firmly on information management.

But what is often forgotten is that not all information is digital data.

With millions of boxes of physical records stored, the question of what to do with them should be at the top of the business agenda.

What many businesses don’t realise is that data protection regulations don’t only apply to digital data, it also applies to any personal data stored on paper.

That could be a wake-up call to some – because it means that 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 for many businesses 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. In fact, intelligent software can copy text or handwritten data and make it searchable and editable.

Additionally, scanning can be used for invoicing, image processing, collaboration and tagging – and it’s very reliable.

10 TOP REASONS TO SCAN PHYSICAL DATA

1. IT MAKES IT QUICKER TO FIND FILES AND MANAGE DATA

Data privacy regulations give persons the right to ask for their personal data to be edited, deleted and ported. 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 data.

2. IT SAVES CASH ON PHYSICAL STORAGE

Paying for physical data to be stored offsite 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. IT SAVES 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. IT IMPROVES 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. IT IMPROVES 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. IT AIDS 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 organised, indexed and produced quickly to meet the demands of even the strictest auditor.

7. IT ENCOURAGES 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. IT REDUCES PAPER CLUTTER AND HELPS THE ENVIRONMENT

Clutter kills productivity, but paper clutter doesn’t have to be the norm in the office when physical data is scanned. It can benefit the environment, too.

9. IT IMPROVES 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.

10. IT SAVES TIME

An AIIM (Association for Information & Image Management) survey found it can take an average of 37 minutes to find one paper file. By contrast, scanned documents can be retrieved quickly and easily without having to leave the desk.

To know more about our services and how we can assist you in managing your corporate information, enquire now or call +91 8080 322 322 to speak to one of our consultants.

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