Scanned documents take up less space and can be easily shared with others. These are just two reasons to transfer your paper files to electronic format using a scanner. Depending on your workplace, there are different types of scanners available.
Keep your legal documents safe by scanning them. This makes it easy to share with others in your law firm or with the court. You can also access essential documents when you need them. Scanners provide a clearer image than original documents, which makes indexing easier. For the legal professional, choose a legal-size scanner with both a feeder and a flatbed. High-speed and high-volume scanners will enable you to scan many pages in a shorter amount of time.
Whether you work in higher education or grades K through 12, scanners help keep records organized. Sharing documents between departments, such as admissions or the financial aid office, is easier. When everything is scanned, you can quickly generate student transcripts, and scanning passports is easier for international students. When you scan your documents with a network scanner, you can access your files from anywhere. You can also easily share homework assignments and curriculum with students and documents with parents and guardians.
High-speed scanners are beneficial to the healthcare industry. When a patient comes in for care, identification and insurance cards can be scanned and uploaded directly to the electronic medical record. This provides a secure and safe way to store the documents and enables other people in the facility to access them. Check out this scanner guide to find the best scanner for your organization.
Suppose your agency or organization has permanent records that will need to be sent to the National Archives. In that case, it is vital to comply with the Federal Agencies Digital Guidelines Initiative that will take effect as of December 2022. This initiative requires scanned documents to be three-star quality or higher. Be sure to choose a high-quality scanner that will meet these requirements.
Financial Services Industry
Scan and store financial records securely. Paperwork, such as loan documents, can be scanned and sent quickly for signatures. Scanning also protects sensitive data from loss or theft. Be sure to choose a high-quality scanner that will produce images that are identical or better than the original and will not damage the original document.
Whether you need to save receipts or send invoices, scanning enables you to share quality documents with customers and co-workers alike. You can easily access essential documents to make decisions or answer customers’ questions. Scanning documents also reduces the office space needed for storing paper files and minimizes the chance of paperwork being misfiled. Consider a large format scanner if you have oversized documents that need to be scanned. This is particularly helpful for engineers and architects who use blueprints.
Regardless of your industry, compare scanners to ensure you choose the right one for your needs. Transferring paper documents to an electronic format will save you time, money and space.