Fujitsu Scanners

A Brief Overview of the Advantages of Scanning

There are many advantages to scanning your information and as the speed and efficiency of scanning has improved so dramatically in recent years, the cost implication is far less of an issue.

Accessibility, Time Saving - Make information available to people at there desks.  Remove the need to have staff wandering around looking for documents.  Scanned information can be made available over your network so that the information can be searched, viewed and printed in a fraction of the time. A paper document can only be in one place at a time. If several people need to see it then this will take time and increase the likelihood of the letter being mislaid. Scanned information can be made available 24 hours a day for employees. Information can be easily distributed, not just internally but externally via email etc, saving time, effort and postage costs.

The best thing is you won’t have to re-file anything! Which also removes the possibility of miss-filing a piece of information.

Space Saving - As space in offices is becoming more and more expensive and valuable, many companies will calculate the actual cost of storage as well as the potential earning power if the space was available. Scanned documents will be stored on electronic media (hard disks / Raid 5 / CD) and will therefore take up no or very little physical space enabling you to arrange your office more efficiently, dedicating more space to sales or other areas which generate income.

Data Backup - Disaster recovery, cost justification of losing critical information, whether the threat is fire, water, loss, or general degradation.

Degradation of Quality - Information is constantly degrading, through constant use and general ageing.  Documents, drawings and micro-formats become torn, faded and possibly brittle.  Scanning the information will capture the image and the scan will not degrade.
Audit trail - As a letter is processed it is useful to know who has seen it and if any actions have been suggested. Paper and stamps can do this, but the audit trail is limited, and relies on the original not being mislaid. Document management software offers a full audit trail.
Paperless office.

Go Green - Scanning is an essential part of moving towards a paperless office. If you scan your documents, the chances are the original paper documents can be     destroyed. This means less paper is used by your company as your waste paper can be shredded and recycled.

Compliance - Scanning documents helps your business meet regulatory compliance. It's not good practice or legal to destroy information. Scanning will enable you to keep everything organised and accessible without you running out of physical space.

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