The current regulatory pressure to guarantee the protection and privacy of data requires companies to have a reliable digital file in which they can safely store their electronic documents -especially electronic invoices and any other type of information with legal value- and locate it easily and quickly when they need it, even if it has been years since its last revision.
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For this
purpose, document scanning service include
essential functions such as scanning, the generation of digital images
associated with each text, the archiving and retrieval of information and the
capacities for the management and distribution of electronic files. In addition
to ensuring regulatory compliance, this type of software helps organizations
improve their productivity and operational efficiency and reduce costs,
including effective plans for data recovery after a disaster or system crash.
In Vancouver,
compliance with the Data Protection has gone from being contemplated by
companies as an obligation to avoid the harsh sanctions imposed to become a
strategic asset in their organizational policies. The rationalization that the
LOPD introduces in business information flows, avoiding duplication and unnecessary
data that slow down activity, has allowed compliant companies to be more
effective, strengthen their security policies and establish a better control of
access to information .
One of the
widespread concerns in organizations is the reduction of the physical space
required to safeguard their information assets, as well as a reduction in
personnel expenses associated with their management and administration. Software
from document management solutions
saves time and money while increasing the security of information. In this way,
the documents will only be printed when necessary and, thanks to the scanning
functionalities, the subsequent direct manual intervention on them will not be
required for their inclusion in the databases or folders.
Its file, indexing
and recovery will be automatic processes, an ease of use that will be
appreciated by both business users and IT staff (who will have to answer less
questions and solve fewer manual errors). By being able to locate the physical
file where the rents are cheaper, the company will save a considerable amount
of square meters of office, while enjoying the reduction of paper consumption,
energy savings associated with less use of printers and photocopiers and of
maximum efficiency in the treatment of documents. For example, several
employees - whether or not they belong to the same work team - will be able to
use the same document at the same time, which will always be located,
facilitating and speeding up the daily tasks.
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