Thousands of organizations around the world use document imaging every day instead of paper filing systems. Document imaging offers a number of benefits over paper or microfilm systems.
Imaging lets you find documents quickly without leaving your desk. Paper and microfiche are slower because users must go to files and search manually.
Imaging can index documents in several different ways simultaneously. Indexing paper and microfilm in more than one way is awkward, costly and time-consuming.
Imaging systems can retrieve files by any word or phrase in the document, a capability that is impossible with paper or microfiche.
No lost files
Imaged documents remain in their folders when being viewed, so none are lost or misplaced. Plus, index template and full-text searches can find documents if they are accidentally moved. Lost documents are expensive and time-consuming to replace.
The risk of loss or damage to paper or electronic records is reduced with a document imaging system. Keeping archival versions of documents in a document imaging system helps protect paper documents from over-handling and keeps electronic documents in a non-proprietary format.
Share files easily
Imaging makes it easy to share documents electronically with colleagues and clients over a network, on CD or through the Web. Paper documents usually require photocopying to be shared, and microfilm requires conversion to paper.
Imaging can provide better, more flexible control over sensitive documents. Imaging controls security at the folder, document or individual word level for different groups and individuals. In contrast, all paper documents in a filing cabinet or filing room have the same level of security.
Imaging will help recover valuable office space that was previously taken up by bulky paper files.
Imaging provides an easy way to back-up documents for offsite storage and disaster recovery. Paper is a bulky and expensive way to back-up records and is vulnerable to fire, flood and theft.