Should you go to digitized docs?

Companies make sure to backup their digital information regularly, but often they just store their paper documents in storage boxes or clunky, metal filing cabinets. However, in many cases, these printed documents can be just as important as anything on your computer. Usually, the papers in filing cabinets or storage have important signatures on them - which is reason enough to digitize your documents. Depending on what your business has stored, how many important printed documents you have, you should consider whether or not you should digitize your docs.

Storing important paper documents in a box has its disadvantages. First of all, it's not convenient. You may have a sort of filing system (though, for most people, that means a date or some identifying word written on the outside in maker), but sometimes it can be difficult to get to or sort through. Even if you have an organized filing cabinet, it still takes up unnecessary space. A stack of CD's takes up a lot less space. With digitized docs, once you have the information scanned into your computer and possibly burned onto a CD, then you can organize the documents in an orderly way that is easy to access.

Another reason to go to digitized documents is for protection.Papers in a box are vulnerable to the elements. If there was leak or flood in the building, all the documents would be ruined. However, if you have the documents burned on a CD and in a safe place (like a safe or fire-proof box), this problem would be avoided and the documents wouldn't be lost.

Reproduction is another reason to digitize your documents.If they are all on a CD, you can easily print out any document you have scanned, no matter how old it is. While you could sort through the boxes of paper documents and then copy it, with digitized documents you can easily find the file on your computer (or a CD) and print it off. The great thing about digitized docs is that everything is at your fingertips and can be retrieved with ease.

When deciding if you should go to digitized documents, you need to assess how much you have to digitize.Digitizing documents can be time consuming.If you don't have too much to scan, it is worth the time investment, even if it is a little tedious.

All you really need to get started is a scanner - the price range of scanners is very wide, so there's one for every budget. If your papers are a mostly consistent size, consider using a scanner with an automatic document feeder. This will make things go a lot faster. However, if the documents are various sizes and shapes, you will need to place them directly on the scanner's glass. Once they're scanned, save the scans as a portable document files (PDF).This is the best format because it transfers from computer to computer easily.

If you have a lot of paperwork to digitize, consider using an indexing and archiving service.Companies known for copiers and scanners like Xerox offer document scanning and imaging services online. Also check out your local copy centers, like Kinko's.These services' rates vary and many charge by the page. While the piece cost may seem low, it can add up quickly, so it is wise to keep your budget in mind.

Digitizing documents is a worthwhile endeavor. It not only makes your documents more accessible and protected, it also frees up space in your office. With a little time and effort, you will make your office more streamlined, productive, and headed toward a paperless future.