DataVault, Inc. - What is Document Imaging?

Document Imaging
>What is document imaging 
  and how will it help my
  company?

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Document imaging is the process of converting paper documents into electronic images using a scanner and a computer. Once the paper documents are converted to electronic images, they are stored as files that can be viewed effortlessly in seconds from any computer.

Companies all over the world use document imaging to organize their files and make it easy for people within their organization to access their files. This improves production and prevents the loss and misuse of their files.

There are many benefits to using document imaging. Some of them are:

Increased Productivity
Productivity is increased because now many people within the organization can use the files as needed; they no longer have to look for the documents that someone else may have. The documents are now at their fingertips. It also helps increase productivity when everyone that is working on a particular project can view the files simultaneously.

Solid Backup
When all the documents are electronic you can now perform backups of all your critical data. No information is lost. Data recovery is easy and you can feel secure knowing that if a natural disaster were to occur, you wouldn’t lose one of the most important assets to your business, your files.

Saves Space
Paper takes up lots of floor space. You have heard that information doubles just about every six months. That’s a lot of paper! Imagine recovering all that floor space and using it for income-generating personnel instead.

Prevents Lost Files
Reality is, paper documents can be very easily destroyed, lost, misfiled, or stolen. Using document imaging solely to prevent files from being lost is worth the investment. If your critical files are lost or, even worse, get into the wrong hands, the damage and resulting cost could be enormous.

Compliance
Complying with evolving regulations can be difficult, because depending on the industry, there may be demanding mandates. At least if your files are stored electronically and backed up, you can be confident that your records will be available for years to come.

Another side to compliance is retention. Keeping files beyond the required retention periods can also open you and your clients up to unnecessary liability. With digital storage of document images, file destruction is much simpler and could even be automated.

Now we can all agree that document imaging is a far better alternative than maintaining paper files. And yes, there is a document imaging solution to meet every company’s needs, regardless of company size or budget. If you would like to know more about how to apply an imaging solution in your company, please give us a call or fill out this form. Let DataVault design a solution to meet your imaging needs.

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