Skip to content
digital signature

Feb 21, 2024

10 Reasons Document Scanning Can Be a Work Partner

As the world enters the digital era, document management has significantly changed. From the creation, archiving, and sending of documents, to now scanning documents, these processes are being increasingly adopted to simplify work processes.

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.

VIDA - Verified Identity for All. VIDA provides a trusted digital identity platform.

Latest Articles

Dear Business, Don’t Accept Stolen Identities
digital security

Dear Business, Don’t Accept Stolen Identities

The issue of personal data breaches has resurfaced in Indonesia. However, this data can be prevented from being misused. This is where the ...

September 20, 2024

How AI Protects Digital Transactions from Fake Identities
keamanan digital

How AI Protects Digital Transactions from Fake Identities

Identity verification is just one of the many stages in KYC. So how can financial businesses secure the entire transaction process for thei...

September 10, 2024

Password: Protector or Gateway to Cybercrime?
keamanan digital

Password: Protector or Gateway to Cybercrime?

Did you know that the root cause of phishing and social engineering attacks lies in password breaches? Here's the explanation.

September 05, 2024