Back in the day, file storage was an easy and straightforward process. However, business in general was also rather one-dimensional. Nowadays, with larger businesses, more in-depth information, higher tech tools and multi-faceted departments, document file storage is a little bit more complex. In an effort to streamline business operations, the practice of data scanning and capturing has recently come into its own.
What is data capturing?
Data capturing has become a new and improved way in which to file and archive all documents in a business.
Data capturing refers to the process of scanning hard-copy documents and transforming them into electronic versions that can be easily accessed – whether the original documents are housed onsite or offsite. With the help of a document management system, electronic documents can be accessed at the push of a button by simply entering specific passwords. Keep in mind that the only way to access documents a few years ago was to physically search for them, whereas this new document management solution is saving businesses plenty of time and money.
What are the advantages of data capturing?
As already mentioned, data scanning and capturing saves businesses time and money, but it also offers a number of other unique benefits. These include the following:
- Document scanning services help you to save space as there is no longer a need to store hard copies of documents onsite.
- Your documents are a lot more secure and cannot be stolen as easily as hard-copy documents.
- A lot of human error associated with filing and archiving can be avoided as all document processes are automated and systematised.
- OCR (optical character recognition) technology is used which makes it possible for the data capturing technology to recognise individual characters and fields on all documents. This means that documents are saved as interactive pieces as opposed to stagnant PDFs or images.
Data capturing technology is incredibly expensive and requires a lot of maintenance and staff to operate the data scanning machines. When you choose to utilise a document solutions company instead, you are able to keep data capturing costs to a minimum and yet still reap the amazing benefits that are associated with this new-age technology.