Data loss can lead to massive damage to a company. This may arise in case fire, floods, theft, or misplacement of files and key documents. Many challenges can crop up like customer complaints occasioned by wrong billing, further if there is a dispute, it may be hard to reconcile since there is no record to substantiate the claim. More so, the management of such a company can be in trouble with the regulators for failing to preserve records and documents in a safe environment. It can lead to prosecution for negligence. Further, a shareholder may question the integrity of such management. In addition, company internal and external auditors may not be able to carry on with their work to establish if the rules of the game are been followed to the letter. Moreover, the security agencies and tax man may treat the incidence as a massive cover-up for fraudulent activities by such a management.
Sighting the many challenges that can arise including ending the professional careers of the people responsible, no one can underscore the need to preserve documents and records through document scanning which helps in electronic preservation. A company may buy its own scanners or hire the document scanning services from companies that specialize in the service like document scanning Columbia SC. There are many gains associated with documents scanning like the improvement of space that ordinarily is occupied by file document cabinets that are bulky. However, by scanning the documents can be conveniently kept in company servers or from outsourced companies that preserve data for paid-up clients. The additional gain to these approaches is that the freed space can be used to perform other tasks that may generate additional revenue for the company. Since documents legibility may be put into question due to old age, it is imperative to scan the papers and preserve them in electronic format thus protecting them from physical deterioration. Moreover, through documents scanning, data security can be enhanced through encryption, password protection, giving limited access to specific users , storage through the cloud and even tracking of the documents movement is a possibility. Staff collaboration in a company can be possible when documents are scanned and availed electronically which implies despite the varied workstation staff can be able to access the documents simultaneously in a way that may aid seamless processing across departments or satellite branches. Audit compliance is well enhanced when documents are scanned and stored as required. This reduces instances of conflict with the auditors. Further if the documents are well indexed, retrieval, when required, becomes easy and fast. In conclusion, scanned documents lead to efficient service delivery like giving of timely and correct invoice statements to clients which helps them to, make prompt payment thus reducing on any outstanding bills and enhance the customer service which leads to customer loyalty.