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How Scanning Tools Can Simplify Document Management

     

Electronic documentation and paperless offices are increasingly common, but there are still a number of industries that require hard copies of important documents, often with original ink signatures. Of course, paper versions of critical documents must be filed and preserved in some manner. Companies frequently use virtual data rooms (VDRs) to maintain their records and store various types of sensitive data. VDRs have many purposes, most often serving as a secure, central repository for vital company data. VDRs generally house both electronic and paper versions of documents, with the latter most easily transferred via a scanning tool or application. Here is how scanning tools simplify document retention and management:

Quick and Convenient

A scanning tool that connects to a VDR ensures that key documents can be uploaded quickly and almost effortlessly. It is particularly easy to transfer hard copies of documents into the system if the scanning tool operates on a cellular phone or other mobile device. The camera on the mobile device can be used to snap a picture of the document, which can then be moved into the cloud-based repository. The minute that a document is signed and finalized, it can be uploaded, saved, and filed into the appropriate folder, all of which can occur in a matter of minutes or even seconds, unlike most paper filing systems. This is quite convenient, as there is no need to make copies or send out a bunch of emails with attachments.

Secure

One of the primary advantages of a VDR is the level of security that it offers. Cloud-based service providers understand and prioritize data security, ensuring that well-designed security features are integrated into the system. Measures such as multi-factor authentication and advanced encryption help protect confidential documents that are scanned, uploaded, and saved in the VDR. Thus, unlike email attachments or paper copies sent through regular mail, confidential or sensitive documents that are scanned into the online database are far less likely to be compromised.

Easy Organization

Even though it may be difficult, if not impossible, to avoid dealing with voluminous stacks of paperwork, organizing that information does not have to be hard. The whole point of utilizing an online database such as a VDR is to streamline document retention and management procedures. Scanning documents into the system is particularly useful, as those items are sent directly to the cloud, and they are even named and sorted by type. Of course, once in the system, file names can easily be changed and the documents dragged and dropped into folders and subfolders as needed.

Instant Dissemination

VDRs consolidate and centralize data, allowing users with an active account and granted the appropriate access to view, revise, or share items, as necessary and appropriate. VDRs will enable the database administrator to assign permissions-based roles so that users are only able to review information that the administrator has deemed within their purview. Thus, once a scanned document has been placed into the apposite folder, those granted access to the particular item will be given immediate privileges. This eliminates the need for copying, circulating, or figuring out how to disseminate data to some individuals without allowing others to access it.



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