The words scanning and digitizing are often used interchangeably. However, the truth is they are very different processes with several key differences. In this post, we will explain the advantages and differences between these two processes for converting paper documents into digital data.
First, The Differences…
The main difference that separates the two processes is usability. Both scanning and digitizing convert paper into digital data, however, digitization creates documents that are editable and can be searched using various criteria.
Scanning: Also called document imaging, scanning is exactly like it sounds. With a scanned document, you are creating a picture or static image.
Digitizing: The digitization process uses additional tools to make digital data editable, searchable, and easy to find.
The Benefits of Scanning
Scanning can save time, is cost-efficient, and offers simplified security. Scanning eliminates the need for the physical storage space needed to store paper documents. Scanning can also:
- Boost Speed – Scanning gives you easy remote access to digital files improving workflows by reducing the time needed to file and find paper documents.
- Reduce Costs – Scanning saves money by reducing the time needed to source documents. Going paperless frees up physical space once needed to store paper documents.
- Simplify Security – Scanned documents are easier to track. This eliminates the risks of losing documents or being stolen. Digitized documents can be stored offsite on a hard drive or in the cloud.
The Benefits of Digitization
Digitization is the next step in the scanning process. Digitization improves data usability using automated retention tracking and tools like Optical Character Recognition (OCR). Here are the main benefits of digitization:
- OCR – OCR converts characters on the page during scanning, turning them into machine-encoded text that can then be manipulated and edited.
- Document Retention Systems – Digitization can create redacted documents to protect your sensitive information, improving security.
- Automated Retention Tracking – When documents like medical records are digitized, document management systems can track their legal retention periods for compliance.
Both digitization and scanning offer your business benefits and can help you organize information, meet compliance regulations, and reduce costs. Want to learn more? We can show you the benefits of taking your office paperless with document scanning and digitization. Call your representative today and schedule an appointment.
hubTGI is a Canadian-owned Managed Services provider that offers Print Services, Workflow Solutions, Managed IT, Cybersecurity Solutions, Cloud Services and VoIP to help their customers control costs, secure their data and make their people more productive.
For the latest industry trends and technology insights visit hubTGI’s Resources page.