As the world enters the digital era, document management has significantly changed. From creation, archiving, and sending documents, to now scanning documents to ease work processes.
Here's why you need to use document scanning now.
1. Document Security from Physical Damage
Physical documents are prone to risks such as damage, loss, or misplacement. Scanning documents provides a safe solution by converting physical documents into digital ones, safeguarding them from these risks.
2. Easy Access Anytime and Anywhere
Once scanned and digitally stored, documents can be accessed easily anytime and anywhere as long as the device is connected to the internet.
3. Space-Saving
Physical documents require large storage space, especially for companies or institutions with a large number of documents. Scanning documents reduces the need for physical storage space and replaces it with unlimited digital storage.
4. Guaranteed Data Security
Document scanning combined with digital signatures is usually equipped with strong data security systems such as encryption and password protection to prevent unauthorized access. If accompanied by a legitimate digital signature containing an electronic certificate, it verifies the signer's identity.
5. Ease of Document Sharing
Digital documents stored in digital storage are easier to share, facilitating collaboration and communication between teams.
6. Time and Effort Efficiency
Combining document scanning with digital signatures allows documents to be processed digitally from start to finish. This means there is no need to print, manually sign, and then scan the document again for sending via email. Thus, document processing can be completed within minutes without much effort.
7. More Efficient Document Search
Searching for physical documents can take a long time, while scanned digital documents can be easily found using search keywords.
8. Environmental Care
Reducing paper use and switching to digital documents is the easiest yet impactful environmental preservation effort. It minimizes waste and reduces the carbon footprint. This also applies to the use of digital signatures, where companies no longer need much paper for correspondence.
9. Increased Productivity
Scanning documents can reduce the time needed to archive, search, and manage documents, as all these processes can be done on a single device. This allows employees to quickly move on to other tasks.
10. Regulatory Compliance
Many industries have strict regulations regarding document management. Digitally signed documents ensure that they are stored and managed in accordance with applicable compliance standards.
The integration of document scanning and digital signatures offers numerous benefits, from enhanced security, accessibility, to productivity. Especially with many companies adopting Work from Home (WFH) policies, where employees cannot always meet in the office. Thus, document scanning with digital signatures is not just an option but a necessity.
VIDA provides a document scanning feature that saves time and effort. Integrated within a single application along with other features like digital signatures and e-Meterai, VIDA's document scanning makes it easier for users to manage their numerous documents. Fast, seamless, secure work systems not only impact company work efficiency but also benefit the physical and mental health of employees.
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