Your workplace likely utilizes some sort of document management system to digitize your files. While one is not necessarily better than the other, there are certain times when it’s better to use each. Learn the differences between document scanning vs. imaging to improve workflow and communication within and outside of your business.
What Is Document Scanning
Scanning documents involves taking hard copies and turning them into digitized text. Companies that use document scanning typically implement a document management system that allows them to index documents and make them available to a group of users, typically through a cloud service. You’ll want to utilize a program with optical character recognition (OCR) that will allow you to search and change the documents you scan.
Benefits of Document Scanning
Using OCR document scanning allows you to manipulate documents once they are digitized. You may find that it is quicker and easier to fill out certain forms once they are scanned. Consider legal document scanning services for materials that you need to redact. Anything that you highlight or mark over on a paper document will not show up when scanned. Other types of documents that are ideal for digital scanning services include:
- Tax documents
- Intake forms
- Patient records
- Financial records
What Is Document Imaging
The difference between document scanning and imaging is that it’s difficult to manipulate an image of a document. With imaging, a machine scans multiple documents and turns them into pictures (i.e., JPEG, PNG, TIFF). Due to the use of OCR software, users can still search for documents using character recognition. Though your computer won’t recognize the file as text, this method is useful for documents that don’t need to be altered.
Benefits of Document Imaging
Imaging is faster than document scanning and can improve productivity and workflow in departments that deal with a large amount of paperwork. While some documents need to be scanned so users can update them in the future, not everything needs to go through the same technology. Quickly capture a document to share when you use imaging.
Going paperless is nothing new, but it certainly isn’t going away. Whether your business is trying to keep up with its document management system or needs to establish one, contact Scanstrong today to find out how we can help you scan, shred, recycle, and operate cloud services in no time.