Sunday, August 17, 2014

Corporate Document Scanning: The New Approach To Archiving

By Loris F. Anders


Companies and other institutions are officially required to have a paper trail for all their transactions. This is often a legislated requirement, and also essential in dealing with accountants and tax advisers. Until the introduction of modern computers, the paper trail entailed thousands of pages of paperwork, much of which was eventually thrown away. Office operations can now be made easier by making use of corporate document scanning, computer-based record systems and online document cloud facilities.

Paperless office methods make running the office more efficient. It is possible to lose or mistakenly throw away hard copies of documents. This does not happen to computer files or back-up disks. Working with and transmitting paperwork on the internet takes less time than relying on paper copies. Electronic documentation is also of a higher standard because copies on screen haven't been distorted by a faulty printer.

A document cloud, or online storage system, makes it possible to store records on the internet, off the physical business premises and in electronic form. This is a very remote form of backing up the files and is not subject to some risks usually associated with physical copies (in any form), such as theft, damage or loss. A simple DIY method of cloud storage is to e-mail important files to yourself or to a storage e-mail address.

Attention to detail is imperative in corporate documentation. Paperwork of a legal nature needs to be entirely accurate, and remain so even if it is sent to other people. Printing and faxing sometimes make this difficult. The quality of a company's documents has an impact on its reputation, so electronic systems guarantee a favorable impression.

Another area of administration that has an effect on the experience of customers is record-keeping. Customers become aggravated if their records are not available or are not in good order. However, this is a frequent experience in paper-based operations. Electronic archives, on the other hand, may retain tens of thousands of records, yet they can be logged into and analysed in mere seconds. They do not require entire rooms for their storage, either. It is part of a sound corporate image to handle the administrative questions raised by customers fast and in a comprehensive fashion.

The expense of a paper-based operation is partially eliminated by the introduction of paperless office techniques. Expenditure on stationery is reduced or almost entirely absent. Electronic systems also give workers more options in the processing and design of documentation, leading to easier branding and a more professional customer experience.

Companies should try to assess whether a paperless office is a better option for them. It enables staff to use less time to process papers and correspondence, and customers have a more satisfactory experience. Contemporary business practice is increasingly paperless, so it may be necessary to utilize this approach in order to stay up-to-date with other operators in the industry.




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