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Sheetfed Scanners, Kodak, PICTURE SAVER SCANNING-SYS PS450 US, 1629211
As our computer technology evolves, increasingly more tasks and files are managed electronically on a server. Companies often have to switch to an electronic format just to stay competitive. It would follow, then, that the need for paper is slowly being eliminated. From an environmental standpoint, this is good news. However, many industries still rely on paper for new files and records, and countless industries have warehouses full of archives in off-site storage. In fact, there are over four trillion paper documents stored in the US today, a number that increases about 22 percent annually. This statistic isn't just about space. Countless hours of manpower was used to file and organize the documents. It costs an estimated ,000 to fill a five-drawer filing cabinet with paper documents. More time and dollars are spent to go hunting for a document that may or may not be where it should. Additionally, the files are at risk of being lost, corrupted, or destroyed, all of which lead to lengthy and expensive measures to restore what is gone. Paper filing is therefore not only becoming obsolete; it is far more efficient to keep files stored electronically.
Many industries have started the arduous process of converting all of their old or archived documents into electronic data. Some businesses are pressured more than others to stay on top of the change. The ERIC (Education Resources Information Center) database is currently working to digitize all of its microfiche reports. As an educational resource, it is important to make this change, though copyright holders may cause problems in this process. Court systems are actively making changes to be more electronically friendly; interestingly, lawyers have a unique interest in paper. When paper is gone, it stays gone. Electronic information still exists somewhere, even when deleted. The recovery of metadata is an especially delicate matter to lawyers. Obstacles unique to an industry may impede a complete overhaul; it is important for any business to assess the pros and cons of converting to a paperless system.
The advantages to electronic storage are many. Benefits of such a conversion include:
Accessible data - It is estimated that 500 hours per year are spent searching for documents in an office setting. Files stored in a database are never lost or misplaced, and they are easy to find when needed.
Document integrity - Electronic data is not susceptible to any form of wear or deterioration. Additionally, scanning documents into a PDF file keeps the electronic file looking exactly like the original
Security - Files can be set up with access control to safeguard sensitive documents. System administrators may also restrict the actions users can perform on files to prevent deleting or corrupting information.
Damage control - In addition to never being lost, digital files are safe from fire, smoke, and water damage that a business or storage site may suffer if disaster strikes
Updates - Updating electronic information is easy, and all users have immediate access to the changes. This eliminates the risk of human error when a document has to be recreated and updated at more than one facility
Productivity - Data that is accessible by more than one person at a time without leaving his or her desk reduces time wasted finding and sharing hard copies of documents.
Storage space - Not only does it cost money to store documents off site, retrieving the documents costs even more. Space is neither free nor guaranteed. Condensing files onto discs or the web frees up that need for real estate.
Finding reasons to convert paper to an electronic format is easy. Software and support specialists even make the conversion fairly simple. The process of creating digital images from paper documents entails feeding the document through a paper scanner that converts the document into either a tiff or PDF file format. Imaging software is needed to enable multiple users to access all the different document types at the desktop level. Some of the common conversion processes include microfilm to image, microfiche to image and paper scanning to PDF or other formats.
The major factor in question is total cost. Large businesses may implement software-based technologies like Enterprise Content Management or Electronic Document Management. Alternative systems more affordable to small and medium sized businesses include Network Office Appliances and an Application Service Provider. Aside from the investment in the technology, time is still needed to complete the job, and depending on the amount of paper to be converted, time (and manpower) can be a major factor.
The decision comes down to whether or not it's worth the time and money spent making the change. Sparing trees and space is worthwhile, but really the value of the documents in question is what is at stake. If the integrity and accessibility of the files are of utmost concern, then the conversion is likely worth the cost and effort. Businesses that research their options and wisely use their resources will experience a much smoother transition. Remember: once the transformation is complete, the hard part is over. The resulting security, ease, and convenience will last forever.
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Scanning in pictures is a great way to be able to edit and share your favorite images. A lot of people will scan in old family pictures and post them on their social media profiles, create scrap books, and even photo edit them. In the old days, you had to pay a lot of money for someone to do these editing jobs and touch up old photographs. Now, with the right kind of scanning software, you can turn your old pictures into wonderful new and improved versions. You can even take regular pictures and turn them into old vintage photographs with the various effects that come with the right scanning software.
Some people are still not familiar with all the great things that one can do with a scanner and scanning software programs. They may not even know how to scan a picture or document. So let's outline briefly the steps involved, in case you don't already know. The main feature of most all-in-one printers and scanners is scanning. Scanning basically means that you're converting a picture or document into electronic data that your computer stores and translates into a similar image on the computer screen. It can also translate that image into a copy and print it out on photograph paper. In essence, you can use scanning to back up all important documents and images. Here is how you do it:
1. Turn on your scanner or printer, as well as your computer system. Make sure all connections between the printer and computer, or the scanner and computer are connected properly.
2. Lift the lid of your printer or scanner. Be sure to have a thorough examination of the scanning surface. You also want to check out the underside of the scanner lid for any finger prints or dust bunnies.
3. Next, you'll place your picture or document that you want to scan faced down on the glass. Make sure to align the paper or photo with the alignment markers. This will help you to square up the picture or document.
4. Close the lid of the scanner or printer very carefully. You want to make sure that your paper does not shift or move out of position.
5. Choose the scanning resolution. The higher your dots per inch (dpi), the more detailed and sharp your image will turn out.
6. Push on the button to scan. You may have to do it on the scanner itself or on the printer. On the other hand, there may be a software program that you have to use to turn it on to scan. Make sure you understand how to turn it on and where the scan button is.
7. Evaluate your preview of your scanned in document on the computer screen. Depending on your software and on the all-in-one printer, you may be prompted to the next page or the next set of actions on the computer display.
8. Next, you may be asked if you want to edit the image. Make the necessary changes you see fit. You may be able to downsize the image, make it bigger, resize it to other dimensions, and add sepia tones, lighting effects, and other cool things.
9. After you're done editing the image to your satisfaction, you hit the accept button and then scan it in. Next, you'll want to save it. Lastly, you'll return your original document or picture to a location that's safe for keeping.
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