Whether it’s a private business or the federal government, every institution benefits from document scanning.
Placing important information into a digital space allows the record administrator to effectively manage documents based on the organization’s specific needs.
Rather than relying on a physical document as the sole record, document scanning allows the creation of digital records that can be accessed and shared faster and more reliably than physical records.
The amount of data created in the lifetime span of a single patient, even a healthy one, can be voluminous. If a patient visits a doctor only once a year, data gets generated for the appointment, bloodwork, vitals, recommendations, medications, and every other aspect of the visit.
Additionally the patient’s information gets sent to third-party organizations like insurance companies and pharmacies. By maintaining a patient’s records in a secure digital file, the healthcare professionals can control who can access the information and provide secure oversight of sensitive information. The high level of important information, and the ability to share the information with properly cleared third parties, makes healthcare and lab record ideal for document scanning. The paperwork generated from every appointment can be directly uploaded into the records archive used by the healthcare provider or lab.
Whether it’s a public elementary school or the small private college, every educational institution can benefit from document scanning.
As with healthcare and labs, the sheer volume of important data produced by a school and its students requires proper recordkeeping and maintenance. Also, an educational system can also have policies to scan and accept everything from homework assignments to teacher conference recommendations.
For human resource purposes, document scanning allows school administrators to maintain long-term records with minimal custodial responsibilities. Important information gets maintained through automation, allowing record keepers to have confidence in their record retention and easily find records and documents.
The use of scanning in the education world became even more valuable with the onset of the pandemic. It allowed teachers and students engaged in remote learning to scan and upload assignments to minimize contact risks. Online college courses also make use of document scanning, enabling students to participate in higher learning on their own schedules without missing out on important announcements and assignments.
If you’ve ever been audited, you understand the importance of organized record maintenance. And if you’ve ever used document scanning to maintain those records, you’ve avoided the frustration of physically searching for old information.
Like the other examples, financial records benefit from document scanning due to the diversity of the types of documents. Income information like W-2s and 1099s can be obvious examples, but receipts for services and payments received can vary in appearance; a receipt from a business lunch printed on a receipt paper looks nothing like a job invoice.
But no matter the physical appearance of the financial record, they can all be scanned and uploaded into the same system and later located quickly without having to wade through five years’ worth of paper!
Manufacturers have to collaborate with numerous other parties, which can generate a lot of paperwork. Document scanning allows a manufacturer to easily scan the documents generated from those collaborations into an archive system, allowing everyone involved with the collaboration to reference the information at any time.
And like the other listed examples, the types of documents that can be scanned can vary depending on the individual organization’s needs. Document scanning requirements for one manufacturer do not have to be followed by a different manufacturer.
Perhaps the best example of the benefits of document scanning is with state and local governments which must maintain accurate records for every transaction handled daily. Depending on the government entity in question, that can be a lot of information to be saved.
State and local governments maintain records for a variety of services: marriages, code enforcement violations, property records, resolutions and ordinances, driver licenses and vehicle registrations, environmental records, invoices for municipal services like water and electricity, voting services, law enforcement, and fire safety, and judicial hearings and rulings.
While maintaining record integrity should be the goal of all the listed examples, state and local governments frequently must maintain those records because of legal requirements stricter than most standard maintenance practices used by private companies. Because of that, document scanning allows state and local governments to directly upload the original documents into an archive system while also keeping safely the original physical copies.
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