Document storage has become problematic for growing businesses. Most offices have limited storage space, and acquiring a warehouse or work setting for it can be very expensive and inefficient. Retrieving and returning documents can take a long time and may incur extra expenses. Document scanning is an easy and efficient way to electronically manage your documents. This will allow you to find and pull out your files within seconds without having to leave your desk. Storing your files electronically will significantly reduce storage costs and free up office space for more profitable use.

The benefits of good document management are increased productivity, performance and profits. Your staff could be spending so much time each day looking for information. When critical information is confined to files and paper, productivity and performance suffer, diminishing your business' ability to achieve its full potential. However, with electronic "soft copies" of your essential records and documents available to you on a secure server, you and your personnel will be able to access and work with them in a matter of seconds and simple clicks.

One great thing about document scanning is the use of OCR or Optical Character Recognition. It refers to a technology that converts images into word processing files that can be edited and stored. This makes it easy to search for and retrieve information within a file or page. Even better, when a collection of files is indexed, users are able to use keywords to search across an entire document library and get accurate results in seconds.

You can easily begin scanning your office files with a scanner or even a good digital camera. Remember, however, that the paper document must be in good condition in order for text to be recognized through OCR. If the document is unreadable by this method, then just store it as an image file and still have the convenience of electronic file management.

Use a portable digital storage drive to keep your files, and your important records will be instantly retrievable from any computer. Alternatively, you can upload your documents to an online storage site. There are a lot of free file-hosting sites to choose from. You can even use email accounts as storage.

If you have so many files that you can't do this yourself, you can opt for a document management service. One advantage is once document scanning is done, your service provider may offer the option of storing the original paper files. But if you don't want to keep them, they can also safely dispose of it for you.

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