When looking for document reproduction services, you always have an option of scanning or photocopying your documents. Both photocopying and document scanning Miami services are similar at the start: you place your file on a machine (either a scanner or copier) and press a button. However, the results are different. A copier prints the document’s contents onto one or more pieces of paper. On the other hand, a scanner saves a digital copy of the file on the computer or external storage device such as a USB device.
If you are reproducing documents for storage purposes, scanning is always a better option. Here is why you should choose scanning over photocopying when duplicating documents.
1. Reduced paperwork
If you have an office, you know how much space paperwork can occupy. Many offices have filing rooms that are full of documents that would otherwise have been digitized. Photocopying increases the load of paperwork you have to deal with in your office. On the other hand, scanning stores the document as a digital file. You can save the files on your local computer, on the cloud, or external devices. This mode of storage reduces paperwork and saves space in your office. It is particularly essential if you are not duplicating documents for distribution but storage.
2. Ease of Access
Have you ever rummaged through hundreds of files looking for one that you photocopied and stored in your filing room? Think about the hours wasted looking for the record. What if there was a way to access the document without leaving your desk? Document scanning Miami services come with convenience due to easy access of files. If you have stored documents in the local drive or cloud, you can access them from your computer. Cloud storage allows you access at any time even when you aren’t in the office. What’s more, sharing documents becomes easy as well considering that you can send them via email.
3. Reduced Operational Costs
You have a file that you want to circulate in the entire office. You hire a photocopying company to produce multiple copies which are then distributed to all the concerned individuals. This process is not only time consuming but also expensive. However, with scanning, you can scan the document and share the digital copy via email within a few minutes. You can even create one email and carbon copy every concerned worker, even those who aren’t within reach to receive a hard copy. Doing this saves time and reduces the cost of document duplication services.
In instances where you have an option of scanning and photocopying documents, scanning is always the better option. Of course, there are times when it would be applicable, for example, when reproducing marketing material and business brochures. However, it is an affordable, convenient, and space-saving reproduction technique that all businesses should consider when duplicating files.
