How does it work?
When you scan a paper-copy material, you create a digital replica of that document, which you can store, view, and share on your digital devices such as your laptop or computer.
Scanning machines come with superior lighting, advanced focus ability, and impressive scaling features to help create the exact digital equivalent of your document. You may also opt to convert physical documents into various file types, such as PDF, TIFF, or JPEG.
Generally, there are many reasons why enterprises resort to scanning their physical documents. But the primary reason is to comply with government regulatory requirements. Unlike physical materials, scanned documents can be encrypted, organized, indexed, and stored in a highly-secured cloud. Organizations can also apply retention policies on digital files easily.
What should you scan?
Since scanning creates static, digital copies of documents, the method is used primarily to preserve records that are already in their permanent form or those that require no further editing. They are kept mainly to serve as evidence of a transaction, establish duties or obligations of a party, or simply comply with the appropriate retention period.
Common examples of these business records include:
- Personal data (e.g. birth certificates, medical records, etc.)
- Contracts and agreements
- Final reports