The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.


The Argument For Scanners and Scanning pt. 2

This article is an extension of the previous post. Here we discuss how scanners and scanning are essential in the quest for the paperless office. The quest continues!

When you take into consideration how long interoffice mail takes or how long it might take to get an approval on a document in your organization, it may not be a surprise to consider that electronic transfer for those documents really can save time in your business process. Scanning your paper documents can take your business process and not only allow for the document to be utilized by your employees on their computer more quickly, but it can allow for multiple employees to perform separate tasks at the same time on the same document. You may be able to copy a paper-based document, but then you wouldn’t all be working on the same original.

The single biggest advantage to creating electronic files from your paper-based documents is that you no longer need to file those documents in filing cabinets. Not only can you finally send all that paper back to the recycling mill, you can more quickly access your documents online from anywhere on the network or internet, you can also more effectively adhere to government regulations. Compliancy to legal requirements such as HIPAA, FACTA and SOX becomes a much easier task but also simplifies the process for all those that need access to the documents in a timely manner… all while mitigating the risk of lost or misplaced documents.

The paperless office is more in reach now than ever. With the ability to have your multifunction systems provide direct scanning to email, your network or desktop drive and even directly to your document management system, there is no reason why you shouldn’t start enjoying the benefits of improved communication, faster business processes and having an electronic instead of paper archive for your documents.