This question is probably the best place to start when considering scanning a collection of records.
Share and track records easily
Scanning your records can help you share the information in those records instantly with a variety of users, such as staff and customers in multiple locations. Scanned records can eliminate the need for costly reproduction and mailing. They are also easier to track electronically.
Prepare for disasters
Scanned records can be an integral part of your agency's Continuity of Operations Plan (COOP) and disaster recovery plan. Scanned documents provide backup copies of your paper vital records in an easily portable digital format.
Respond to audits and discoveries
Digital records are easy to store and search. Rather than digging through mounds of paper for information, auditors and regulatory compliance agencies can quickly access critical business documents in electronic form to avoid censure, fines, and negative publicity.
Protect aging paper originals
If your collection includes fragile paper records, scanning can offer significant benefits. Digitizing fragile records preserves the integrity of the originals by allowing them to be handled less. And often, the scanning process increases legibility of aging or hard-to-read records.
Save money and free up office space
Storing paper records in the office can be extremely costly. If you have paper records that are currently taking up space in your office, digitizing these records can save you both storage space and money.
Julius Macaulay-Agbi is an IT Consultant with more than 10 years of experience in document and content management as well as Enterprise architecture.
Julius is a Principal Consultant at TECRES Consult, an EDMS ECM BPM Company in Lagos Nigeria.
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