Document Scanning Blog

Before an office or company can go “paperless” it must first define its goals for what it wants to achieve through document management. For some smaller offices, it is just a simple matter of eliminating paper, cutting back on wasted space, and coming up with a more effective way of managing confidential information. For larger sized companies, document management can mean an enterprise-wide solution that incorporates every aspect of their business, from financial planning to automated work flow management. As companies begin to utilize electronic document management, it is important to recognize the distinction between a document and a record. Documents are kept in a digital format that is “set aside” as evidence, making it impossible to alter or change. While a document can be retrieved, emailed or printed, it cannot be altered or changed in any way. However, the same electronic document can also be entered into an operational area for record-keeping, where it can become part of an interactive and continuously changing environment. Electronic records are dynamic documents that can be manipulated and edited on a regular basis with document scanning. For example, with electronic medical records, one can add test results, doctor’s notes, prescription drugs and other important patient information to the record. Most professional document scanning companies will recommend converting paper documents into static digital images first, giving clients the ability to store, capture, print or fax images of the document. However, once a document is stored online, it can also become a part of an electronic record.