Reason #2: Superior Document Availability
Picking up from my previous post introducing the “fantastic four” reasons why organizations should consider electronic document scanning. These reasons include: improved document control, superior document availability, enhanced document compliance, and reduced document risk. Today I’m spotlighting reason number two: superior document availability.
There are many times during the course of business when multiple departments and individuals require simultaneous access to an original hardcopy document. By digitizing hardcopy documents at the point of origination, the electronic image file will be available for retrieval immediately, without disruption to staff productivity. A leading university engaged Océ to digitize its student records. The university couldn’t always fulfill student transcript requests on a timely basis due to its manual hardcopy retention process. After digitizing millions of pages of student transcripts, the university is now able to quickly fulfill requests while at the same time insuring that the files are complete and accurate.
I’ll continue focusing on the benefits of office document scanning in my next post. In the meantime, our most recent survey, Driving Business in a Tough Economy, offers some interesting findings related to best practices and senior management issues. Another good source for information on digital imaging management is the AIIM Digital Landfill blog (www.aiim.typepad.com).