Digital documents have become a mainstay of everyday life. Whether used to store patient medical records or research at a public library, these documents have entered the list of modern conveniences.
While many businesses and organizations have adopted digital files as part of their systems, individuals can also take advantage of the freedom and versatility that they offer by scanning their own collections of documents.
The Benefits of Scanning Documents for Individuals
Scanning documents that you use regularly or want to keep track of have a lot of advantages. Combined with good document storage techniques or professional document storage services, scanning can offer continued file integrity and easy reference capabilities.
- They make it easy to reference, organize and protect the integrity of your files files.
- It provides a practical way to preserve and store important files without the need for costly services and extra storage space.
- Gives individuals with an easy way to create and maintain a filing system.
- If desired, individuals can transfer important documents onto portable storage like a flash drive,
- Eliminates the need for folders, filing cabinets or other unwieldy storage solutions.
- Instances of misfiling, accidental discarding and integrity loss are all but eliminated.
- There’s no limitation to the types of documents that are capable of being digitized.
Paper documents get harder and harder to manage over time- scanning your important files allows you to find them easily, store them securely, and access them anywhere.
Types of Important Documents you Would Want to Scan
When determining which original paper documents should be kept, it can be important to consider their relevancy and use in an individual’s life.
Generally, if documents are to be used for the duration of someone’s life, they should be scanned, with the originals held in a protected and locked storage space.
Financial records such as tax papers, birth and death certificates, and health records are some of the most commonly scanned documents that are kept on a permanent basis.
Utility bills, mortgage information, and bank and credit card statements are examples of those types of documents that may be scanned and held on to for a set amount of time.
Other types of documents may only be scanned with the originals being destroyed, but each document must be reviewed and considered against the particulars of use.
For example, while tax records may not be used for the duration of someone’s life, they may need to be kept for several years, as they may come in handy during a call for an audit.
Digital Documents are Starting to Replace Hard-Copy Records
As more companies move towards paperless documents, it’s important for individuals to prepare themselves for the digital age.
In some cases, digitizing documents saves time- employees and private citizens no longer have to invest time in trying to find one particular document.
In addition, more organizations accept scanned files as proof of identity, residency and contractual agreement in lieu of paper documents.
This contributes to the faster processing of applications and agreements. It can also provide both parties with instant copies of important documents.
It should be noted, however, that keeping the original paper documents of important files can be prudent, since some organizations still do not consider digital copies of documents to be adequate proof when attempting to establish identity or obligations.
We have locations all across the United States to serve you document management needs. To get a free quote today from experts in your area, fill out the form to the right, or give us a call at (866) 385-3706.