Database or archive concept. Data storage. Laptop and file cabin

Why record scanning is important for business

     22nd December, 2016     Blog

It is important that all businesses and organisations save  and preserve their business records.

In fact, in some cases, it is the law.

Although it is good to save files, documents, records, and financial information of all kinds, this does lead to difficulties later on.

For instance, if you happen to be a particularly large business, you could be filing away hundreds if not thousands of documents each day within your archives.

This inevitably means that such files will eventually start to take up large amounts of space, increasing both costs and the time taken to search and recover one particular file or document — even with the best archive management techniques.

Here at Microform, we are dedicated to helping businesses, educational institutions, health organisations, and charities modernise and streamline their record keeping activities.

How does record scanning help businesses?

First of all, scanning and transforming archives into digital files saves time and money.

With our completely bespoke cloud software and document management systems, any file, record or document can be found in moments with just a few clicks.

This means that there is the potential of saving thousands of hours every year.

What’s more, we can arrange it so that files can be accessible only to the people who need them. For instance, it is possible to create password protected profiles that are set only to a few people.

On the other hand, we can create a system that is accessible to the general public if you happen to be a museum, library, or a university.

Archive security

Does document or record scanning improve security?

As mentioned before, once the digital copies of your documents are placed on a server, you can restrict access to just a few people.

Additionally, we can also set it so that only people from one IP address can access the files and documents.

There is of course the option to access the files from anywhere in the world, but this depends on the needs and requirements of the business itself.

Files, records, and documents are also safe from environmental hazards such as floods or fires.

This is because once your data is saved on a cloud-based management system, even if the primary access computer is damaged or broken, the files are safely stowed away on the cloud.

What file types can be scanned?

As we work with businesses of all kinds, our scanners can scan and digitise a whole host of document types and records including:

  • Financial documents
  • Legal documents and contracts
  • Film negatives
  • X rays
  • Medical documents and records
  • Large format documents
  • Business diaries
  • Books, newspapers and magazines
  • Microfiche, microfilm, and aperture cards

What is OCR scanning?

Many people ask about our OCR scanning, which means Optical Character Recognition (OCR) scanning.

This is the process of ensuring that the text within scanned files is fully searchable and editable once a file is found in its digital form.

Although most documents are converted into images, OCR conversion means that files can be converted into CSV files, PDF searchable formats, Excel files, and Microsoft Word files.

This kind of scanning is especially helpful for medical organisations, which can quickly search for specific files and records with ease.

OCR Scanning