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24 Jun 2012
The Digital Advantage: Digitization of Files through Document Imaging
Posted by Javier Rios
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We've all been there. An office with an inefficient, outdated filing system that seems to rely more on intuition, guesswork, and voodoo than any sort of recognizable degree of organization. Many times this is the result of too many hands being involved in the process. For example, one individual believes in filing by first name, another by last name, and a third by some kind of phantasmagorical concept whispered to them as they sat in a fairy circle at the witching hour.

The digitization of files documents, and records through document imaging is changing the way that businesses share and store data. Read how now is the time to digitize your company's paper-based filing system, and how document imaging can make the process doable.

We've all been there. An office with an inefficient, outdated filing system that seems to rely more on intuition, guesswork, and voodoo than any sort of recognizable degree of organization. Many times this is the result of too many hands being involved in the process. For example, one individual believes in filing by first name, another by last name, and a third by some kind of phantasmagoric concept whispered to them as they sat in a fairy circle at the witching hour.

The ultimate problem with this system is that there is no gatekeeper. There is only random, haphazard chaos. While the idea is funny, nearly everyone knows that the reality is not. The reality is a massive loss of man hours, and, often a loss of potential revenue as records are lost to the ether.

The solution: Digitization.

There is something satisfying about the feel of a folder in your hands. It's real, it's tacit, it's corporeal. There is a sense of permanence that digital information lacks. The problem is, for anyone that has stared at a daunting stack of files and thought to themselves “I know it is in there...somewhere” the single substantive file folder that they are seeking is now little more than a fever dream.

While digital media lacks the tangible appeal of a folder, it is also far less likely to be lost, misplaced, misfiled, or shredded. The beauty of digitizing records through document imaging is that they will never degrade, and are much harder to lose.

The biggest asset that digitization has going for it, is that it puts the files into a searchable location. There is no more digging through an endless array of folders, toiling like Sisyphus pushing a boulder up a hill. Now the records can all be kept in a consolidated location that has a quaint little search feature so that no matter what filing method the employee used, be it alphabetical, hexadecimal, or occult phenomenon, the records can be found with a few keystrokes.

Digitization Improves Concrete Record Keeping

The first stumbling block of digitization is that it is hard for people to feel fully comfortable putting all of their records - and faith - into a computer. There isn't a computer-user alive that hasn't had a panicked moment wherein their machine suddenly, and inexplicably stopped working, effectively hamstringing them. This has made many wary of putting their trust in a computer, and with good reason.

The advantage that does come from digitization of records through document imaging comes in creating a redundancy. While redundancy in business is bad, redundancy in records is always good. Some may not recall the dark ages when every single file, every single folder, every single record had to be kept in triplicate, but for those that do, they recall the musty, underground storage facilities where all the redundant files had to be kept, and the burned-out file clerk with the thousand yard stare.

With digitization, the physical files are arranged once, by a single mind using a single system. They then wait. If the computer systems fail, the files don't need to be combed through one by one. They are now maintained in a neat, orderly fashion, because for the vast majority of the time, they remain untouched, untampered with, and totally organized.

The digital world can be a scary place, but it doesn't have to be. Putting files in a safe, searchable location makes them easier to find, easier to access, and allows the concrete backup to be kept in harmonious, organized fashion rather than a nightmarish amalgamation of filing methods.

Thanks for reading our article! If you're a southern California company looking to digitize your paper-based documents, Access Document Solutions can give you fast, reliable document imaging services that will bring your company's files into the 21st century. Take a look!

 

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