{"id":659,"date":"2019-02-05T00:00:00","date_gmt":"2019-02-05T00:00:00","guid":{"rendered":"https:\/\/cos.p10.sol1.net\/uncategorized\/the-breakthrough-in-scanning-for-document-management\/"},"modified":"2022-07-19T00:15:13","modified_gmt":"2022-07-19T00:15:13","slug":"the-breakthrough-in-scanning-for-document-management","status":"publish","type":"post","link":"https:\/\/www.cos.net.au\/c\/cospedia\/the-breakthrough-in-scanning-for-document-management","title":{"rendered":"The Breakthrough in Scanning for Document Management"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-post\" data-elementor-id=\"659\" class=\"elementor elementor-659\" data-elementor-post-type=\"post\">\n\t\t\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-5cf6b1a5 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"5cf6b1a5\" data-element_type=\"section\" data-e-type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-73e7a080\" data-id=\"73e7a080\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-572772fe elementor-widget elementor-widget-text-editor\" data-id=\"572772fe\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\tIt\u2019s safe to say that many organisations have toyed with the idea of going \u2018paperless\u2019 at one point or another. However, as anyone who has ever actually tried will tell you, it is easier said than done.<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n\nScanners have been an office staple for many years now, allowing users to convert hard copy documents to a digital format. Yet, they haven\u2019t really succeeded in transforming entire businesses into \u2018paperless\u2019 enterprises.<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n\nThere are perhaps&nbsp;a number of&nbsp;reasons for this. In the past, scanning documents has been a slow process. Ensuring they were stored securely and easily located was \u201cfiddley\u201d at best, and far too time-consuming. And when all was said and done, there really wasn\u2019t much that could be done with the final digital document.<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n\nLuckily, today\u2019s technology offers more solutions and a wider variety of uses. The right device combined with the right software can provide your business with more than just a documents scanner \u2013 it\u2019s a complete document management system.\n\nBenefits of a document management solution\n\nThe top line business benefits of an integrated document management system are numerous: <span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n<ul>\n \t<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"1\" data-aria-posinset=\"1\" data-aria-level=\"1\">Streamlined workflow, with instant access to documents<span data-ccp-props=\"{&quot;134233279&quot;:true,&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span><\/li>\n \t<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"1\" data-aria-posinset=\"2\" data-aria-level=\"1\">Improved security and compliance, with the ability to limit who can access certain documents.<span data-ccp-props=\"{&quot;134233279&quot;:true,&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span><\/li>\n \t<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"1\" data-aria-posinset=\"2\" data-aria-level=\"1\">Storing backed-up files offsite (on either hardware or in the cloud) improves security and adds another level of protection against theft or disaster<span data-ccp-props=\"{&quot;134233279&quot;:true,&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span><\/li>\n \t<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"1\" data-aria-posinset=\"2\" data-aria-level=\"1\">Reduced expenses, due to less space required for filing and storing hard copy documents.<span data-ccp-props=\"{&quot;134233279&quot;:true,&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span><\/li>\n<\/ul>\nOn a day-to-day level, there are also many practical benefits:<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n<ul>\n \t<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"2\" data-aria-posinset=\"3\" data-aria-level=\"1\">Optical Character Recognition and Barcode Recognition technologies help you to index documents for easy retrieval, and generally streamline high-volume document filing.<span data-ccp-props=\"{&quot;134233279&quot;:true,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559737&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span><\/li>\n \t<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"2\" data-aria-posinset=\"4\" data-aria-level=\"1\">With supporting apps, documents can be scanned and sent to your staff\u2019s smartphones or tablet devices, ensuring information is available to the relevant people 24\/7.<span data-ccp-props=\"{&quot;134233279&quot;:true,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559737&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span><\/li>\n \t<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"2\" data-aria-posinset=\"4\" data-aria-level=\"1\">Easier compliance with auditing requirements<span data-ccp-props=\"{&quot;134233279&quot;:true,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559737&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span><\/li>\n \t<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"2\" data-aria-posinset=\"4\" data-aria-level=\"1\">Reduced clutter<span data-ccp-props=\"{&quot;134233279&quot;:true,&quot;201341983&quot;:0,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559737&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span><\/li>\n<\/ul>\nOrganising your virtual files\n\nAs with any new technology purchase, there are things to keep in mind to ensure you find <a href=\"https:\/\/www.cos.net.au\/technology\/scanners\">the best&nbsp;scanning solution<\/a>&nbsp;for your business.<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n<h4>Space<\/h4>\nHow much space do you have for a scanner?&nbsp;Scanners&nbsp;are available in compact and desktop sizes through to professional and multi-function printers with a scanning function.&nbsp;If you have limited space available, make sure you choose a scanner that helps with&nbsp;organisation&nbsp;rather than adding to the office clutter.<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n<h4>What will it scan?<\/h4>\nWill you only be scanning A4 sheets of paper?&nbsp; If not, make sure that your scanner&nbsp;can&nbsp;handle&nbsp;a variety of paper sizes, as well as plastic cards if required.<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n<h4>How many people will use it?<b>&nbsp;<\/b><\/h4>\nDepending on the size of your&nbsp;organisation, you might require more than one scanner. Think about how many people will be using each scanner.&nbsp; If it&#8217;s going to be regularly used for large documents or by many people, you will&nbsp;want&nbsp;a device that offers a sheet feeder so that you don\u2019t need to position and replace every individual sheet of paper.<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n\nIt\u2019s also worth remembering that the more people who use the scanner, the higher scanning speed you are likely to need.<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n<h4>How will you access and use the digital&nbsp;document?<\/h4>\nHow will you want to access and use the document once it is in digital format?&nbsp; Does the scanner offer you the options of storing the document in the&nbsp;Cloud, PC or Mac, File Transfer Protocol (FTP),&nbsp;shared folders, USB drives, or sending it to email?<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n<h4>Software<\/h4>\nWhen it comes to scanning software, there are many options available. Using the software that is included with your scanner is often easiest, although it&#8217;s important to ensure that&nbsp;it&nbsp;can be used in conjunction with any other systems and software you regularly use.&nbsp;<span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">&nbsp;<\/span>\n\nFor example, is it compatible with all operating systems like Windows, Apple, Linux and Citrix? Will you be able to access the document in Word and other Windows programs, Adobe applications or other image programs? Do you use an industry-specific software?\n\n<span class=\"TextRun SCXW119305034\" lang=\"EN-US\"><span class=\"NormalTextRun SCXW119305034\">Additional&nbsp;<\/span><\/span><span class=\"TextRun SCXW119305034\" lang=\"EN-US\"><span class=\"SpellingError SCXW119305034\">hardwear<\/span><\/span><span class=\"TextRun SCXW119305034\" lang=\"EN-US\"><span class=\"NormalTextRun SCXW119305034\">&nbsp;is also worth thinking about. A <a href=\"https:\/\/www.cos.net.au\/technology\/multi-function-printers\">scanner with printer<\/a> connections is a useful thing for when you need hard copies on the run.<\/span><\/span>\n\n<span class=\"TextRun SCXW262938775\" lang=\"EN-US\"><span class=\"NormalTextRun SCXW262938775\">With some forethought and consideration, your scanning system can drastically change the productivity and flow of your workplace. More than a convenience, it\u2019s a solution to storage, editing and document management.<\/span><\/span>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-2fdc54d elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"2fdc54d\" data-element_type=\"section\" data-e-type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-7f311ba\" data-id=\"7f311ba\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-1828e49 elementor-arrows-position-inside elementor-widget elementor-widget-cos-carousel\" data-id=\"1828e49\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;navigation&quot;:&quot;both&quot;,&quot;autoplay&quot;:&quot;yes&quot;,&quot;pause_on_hover&quot;:&quot;yes&quot;,&quot;pause_on_interaction&quot;:&quot;yes&quot;,&quot;autoplay_speed&quot;:5000,&quot;infinite&quot;:&quot;yes&quot;,&quot;speed&quot;:500}\" data-widget_type=\"cos-carousel.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<p>No products were found with the applied settings<\/p>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t<div class='watch-action'><div class='watch-position align-left'><div class='action-like'><a class='lbg-style3 like-659 jlk' href='javascript:void(0)' data-task='like' data-post_id='659' data-nonce='e3ef17697d' rel='nofollow'><img class='wti-pixel' src='https:\/\/www.cos.net.au\/c\/wp-content\/plugins\/wti-like-post\/images\/pixel.gif' title='Did you find this useful?' \/><span class='lc-659 lc'>0<\/span><\/a><\/div><div class='action-unlike'><a class='unlbg-style3 unlike-659 jlk' href='javascript:void(0)' data-task='unlike' data-post_id='659' data-nonce='e3ef17697d' rel='nofollow'><img class='wti-pixel' src='https:\/\/www.cos.net.au\/c\/wp-content\/plugins\/wti-like-post\/images\/pixel.gif' title='' \/><span class='unlc-659 unlc'>0<\/span><\/a><\/div> <\/div> <div class='status-659 status align-left'><\/div><\/div><div class='wti-clear'><\/div>","protected":false},"excerpt":{"rendered":"<p>It\u2019s safe to say that many organisations have toyed with the idea of going \u2018paperless\u2019 at one point or another. However, as anyone who has ever actually tried will tell you, it is easier said than done.&nbsp; Scanners have been an office staple for many years now, allowing users to convert hard copy documents to &#8230; <a title=\"The Breakthrough in Scanning for Document Management\" class=\"read-more\" href=\"https:\/\/www.cos.net.au\/c\/cospedia\/the-breakthrough-in-scanning-for-document-management\" aria-label=\"Read more about The Breakthrough in Scanning for Document Management\">Read more<\/a><\/p>\n","protected":false},"author":1,"featured_media":660,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[7,8],"tags":[215,286,287,288,289,213,290,291,292],"class_list":["post-659","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-cospedia","category-productivity","tag-agile-workplace","tag-document-management","tag-document-management-system","tag-documents-management-system","tag-documents-scanner","tag-future-of-technology","tag-paperless-office","tag-scanner-with-printer","tag-scanners"],"_links":{"self":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts\/659","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/comments?post=659"}],"version-history":[{"count":6,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts\/659\/revisions"}],"predecessor-version":[{"id":25769,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/posts\/659\/revisions\/25769"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/media\/660"}],"wp:attachment":[{"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/media?parent=659"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/categories?post=659"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.cos.net.au\/c\/wp-json\/wp\/v2\/tags?post=659"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}