The documents reception in office is endless. The long tail of documents is entering in office daily. From invoices to receipts, files to catalogs, silos of documents has formed inside the offices. It is becoming more and more difficult for the management team to keep proper log of these documents.
With the help of Document Digitization Services, these document silos are now converting into the digital records. The office storages are full with document files. In this storage, some records are important while other need to be recycled. The cleaning of the unnecessary data is also part of the effective document management system.
The companies have document retention policy where documents are swept away from the office when they are no longer for use. Sometimes, necessary documents might get throw away with the expired documents. It will be then big challenge for the management team to search for that particular document.
Reasons To Digitize Paper Documents
The offices look messy when files are lying over on the office desk. This can create unpleasant surrounding for the employee to manage these numerous files.
Offices are now thinking of going paperless. This idea sounds bit difficult initially. Because converting a lot of paper documents into digital files is not an easy job. But this is not impossible but a bit time consuming. How?
Most printers in the offices are work as a scanner too. There are a lot of printers in office so the document scanning can be done easily. If there are no such printers available in the office, the desktop portable scanners are available at very inexpensive cost.
The variety of desktop scanners provides the high-quality document scanning. These scanners can integrate with the management software. This management software adds some extra functionality to the scanning process. For example multi-page scanning, page size conversion, format conversion etc.
Some scanner also provides USB compatibility for scanning directly from the smartphones/tablets.
All the essential equipment for document digitization are readily available. Scanning all the important documents can consume extra time. But, digital documents can lead the business at peak level and time consumed for scanning documents will prove worthy.
Organize It Properly
Poor organization of the files is always causing the delay in the work. The documents are difficult to find if not arranged properly.
Document digitization services allow paperless environment and save a lot of time and money for the company. But, there is no use of the digital data if it is not organized properly. Scanning the file and save it on the desktop is not everything. Proper naming for file and storing it in appropriate folder make it more efficient.
Below are the few tips to manage the files efficiently:
- Be specific with file names. For example, naming a word file presentation instead of presentation for digital marketing strategy add more sense to the file.
- Adding date to the file name is also a good practice. This will help to sort the files in chronological order. For example, 2016 Digital Marketing Presentation.
- The file names starting special symbols(@, ! #) makes the file appear first in alphabetically sorted list. For example, !Business Planning For Digital Marketing.
- Adding author’s or editor’s name initials to the filename make more useful if multiple files are circulated. For example, 2016 Case Studies For Digital Marketing-XYZ
The above naming conventions to the digital files help to keep easy track over the files. The user can search for files using the filename, author name or by the date.
Storage and Backup
Regular backing up of the digital files to safe storage is always recommended. The file backup once a week ensures that important information remains accessible and safe. Various data backup solutions are available for the users.
Following are some backup solutions which will help to store user data safe:
Network storage is the most common in business. The physical servers are located at a central location where the computers in the office access and share data.
The cloud storage offers a robust solution for data storage and retrieval. The digital files stored in cloud are network of a public server operated on the Internet. The services are available from host providers and charge monthly fees. These services include automatic data backup ability from all the user devices.
Personal Cloud Storage
Personal cloud storage provides a powerful storage solution. The user can create an owncloud for his/her personal network. This personal cloud storage is connected to the wireless router. The user’s devices can easily connect to the cloud storage and provide wireless backup for all the devices in the personal network. The files can be remotely accessed via Internet or the mobile app.
The Online Document Management System help in storing data digitally. The excess amount of paper documents can be managed efficiently by storing it on the online cloud storage. The backup system on cloud ensures the easy, safe method to access to the documents. Digital documents have provided the important steps towards the success of many businesses.