The terms “document scanning” and “document management” are often used interchangeably. But what does each mean and how do they really complement one another? Here we connect the dots between document scanning and document management.
Document scanning, defined
Document scanning is the process of converting paper records to an electronic format. A professional scanning service applies a multi-step process for digitizing hard copy documents:
- Sorting and preparation
Since the integrity of your data has to be maintained during scanning and conversion, strict quality control measures are applied at every stage to ensure accuracy. Scanning projects are administered by trained technicians using specialized scanning equipment and software.
Document management, defined
After paper documents are scanned to electronic format, all digital information has to be properly organized and securely stored. Document management is the process of organizing digital documents for archival, distribution and control. Software systems are used for easy retrieval and tracking of digital files as users in your organization access them.
Proper document management is essential for regulatory compliance. As documents are edited, shared and retrieved, all activity should be logged, including–but not limited to–the following information:
- User identification
- Date of modification
- Reviews and approvals
Similarly, each document should carry a defined retention period and destruction date to decrease your company’s legal risks.
Pieces of the same puzzle
When used together, document scanning and document management can help you save time and money by streamlining labor intensive paper file storage and retrieval processes. Scanned documents can be stored in a centralized document management database and found with the click of a mouse rather than searching through multiple filing cabinets. When optical character resolution (OCR) software is applied during the scanning process, easy keyword searches can quickly find information within digital files. Invoices, bills and correspondence can be automatically routed and distributed for more responsive customer service. Scanned documents are much easier for employees to share and collaborate on.
Document scanning and document management objectives
Ultimately, the goal of document scanning is better document management. Make sure you choose a document scanning supplier who can offer a solution that helps you meet your document management objectives. Also, decide which type of document management system you’ll need to enable proper categorization, storage and distribution of your files once they are digitized. A few things to consider are:
- Ease of use
- Integration with other business applications
- Technical support
Your document scanning provider can help you choose the right document management solution to meet your requirements.
When you understand how document scanning and document management complement one another, it helps your organization cut costs and become more efficient with its information.
Docu-Dépôt offers document scanning solutions for businesses in Montréal and throughout Québec. For more information, please contact us by phone or complete the form on this page.
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