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Document Scanning: Common Misconceptions Explained

Document Scanning: Common Misconceptions Explained

22/03/2024

Document scanning plays a pivotal role in the transition from paper-based to digital workflows, offering a myriad of benefits including enhanced accessibility, improved security, and significant space saving.

Despite its growing popularity, numerous myths and misconceptions surround the process of document scanning, often leading to hesitation and doubts among business decision-makers. In this article, we aim to address some of the most common misconceptions about document scanning, to ensure you are well-informed to make the right decision for your organisation’s document management needs.

Misconception 1: Scanning Is Too Expensive

The notion that document scanning is prohibitively expensive is one of the most widespread misconceptions. Whilst there is an initial cost involved, the long-term savings and benefits far outweigh this investment. By converting physical documents into digital formats, businesses save on storage space, reduce paper use, and minimise the risk of document loss or damage. Furthermore, digital documents are easier to manage, search, and retrieve, saving considerable time and resources in the long run.

Misconception 2: Scanning Is Time-Consuming

Many assume that scanning large volumes of documents is a time-consuming process that could disrupt day-to-day operations. In reality, professional document scanning services are equipped with advanced technologies capable of processing thousands of pages per day efficiently. In addition, these services can include indexing and organising digital files, making them readily accessible and saving you time in the future.

Misconception 3: Digital Documents Are Easily Lost or Hacked

Digital documents, when properly managed, offer greater security compared to physical files. Advanced encryption, access controls, and backup solutions protect against unauthorised access and data loss. Unlike physical documents, digital files can be securely backed up in multiple locations, ensuring data recovery in the event of a disaster.

Misconception 4: Scanning Quality Is Inferior to Original Documents

Modern scanning technology that we use at CH Digital, ensures high-quality digital reproductions that are often indistinguishable from the originals. High-resolution scanners capture the minutest details, preserving the integrity and legibility of the original document.

Misconception 5: Only Certain Document Types Can Be Scanned

Another common myth is that only standard-sized documents or certain types of paper can be scanned. Our scanning technology is incredibly versatile, capable of handling a wide range of sizes, from business cards to architectural plans, and materials, including photographs, receipts, and even bound books. Our scanning services can accommodate virtually any document type, ensuring a comprehensive digital archive.

Misconception 6: DIY Scanning Is Just as Effective

While small-scale or occasional scanning tasks can be managed with in-house resources, large-scale scanning projects benefit significantly from professional services. Professional scanning offers speed, efficiency, and quality that DIY solutions cannot match. At CH Digital, we can also provide value-added services such as indexing, OCR (Optical Character Recognition), and integration into document management systems, streamlining your digital transformation journey.

At CH Digital, we are committed to helping businesses access a highly efficient, cost-effective, and secure way to transition to a digital workplace to enhance productivity, security, and accessibility of their documents.

Contact us today to learn more about our document scanning services and take the first step towards a more streamlined and efficient document management strategy.

 

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