Having only hard copy documents can be a real worry because they can become a liability; they can easily be accessed by the wrong people and they can become damaged in the event of a fire or flood.
Documents stored onto an external server ensure that documents are safe no matter what the physical circumstances are. Companies like West-Net Imaging help companies with these kinds of concerns store any of their documents digitally through their scanning services.
These companies save your workplace the hassle of scanning countless documents so you can then simply receive the digital files then simply store them on an external server, or a cloud, which is basically online storage of files that can be accessed anywhere at any time. You want to maintain a proper management of your companies documents in order to keep everything up to date and properly documented.
When your documents are digitally stored they are encrypted with metadata, this metadata holds a description of the document, the detail involved can vary according to the different assets held and the needs of the company. This data can hold information on what the content of the asset is and the file type, dates, ownership and rights of access to prevent the wrong eyes from seeing it.
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There is a main copy held that is of the highest quality to present the truest image, there are then usually other copies of the original copy that are of lower quality that can be used as reference material so the full, larger file doesn’t have to be accessed each time.
The best way to store your information in digital format is to outsource the job to an organization who specialize in this work, because they have the appropriate systems and software in place to properly capture and store your documents.
If you were to simply scan and store all your documents as jpeg, you may risk losing files, saving at the wrong resolution and in the end wasting a lot of time that could have been used more productively elsewhere. The main concern for you business should be improving productivity and ultimately keep it running at full speed.
You don’t want to waste your time and your employees time on jobs that could easily and affordably be completed by an outside organization. Next time you find yourself with a pile of documents that need to be digitized, consider a professional scanning service to do the hard work for you, so you can keep your business going.
Faizan Ahmad About the Author:
This article is posted by Faizan who is the Author and Founder of TechSenser. He is a Professional Blogger from India and a passionate writer about Technology, Gadgets, How-to-Guides, etc. You can connect him on Google+.