Bulk Document Scanning
in Chennai

For Bulk Document Scanning:
(Only in Chennai)
Contact – 89251 19642
(Between 10:00 am – 06:00 pm)
email ID– scan@tmcspvtltd.com

 We can provide document scanning services at your place also.

About Documentation

   I. Importance of Documentation
  II. Types of Documents
 III. Problems with Physical Documents
 IV. Solution for Documentation


I. Importance of Documentation

Documents are important for personal as well as official or professional purposes.

Documents are important to any person as it provides identity of that person or serves as proof.
Different types of documents have different useful life.

Documentation is taken very seriously in various nature of work, like

1. Research and development,
2. Banking,
3. Finance,
4. Legal,
5. Real Estate,
6. Educational Institutions,
7. Hospitals.

Documentation also plays important role even in government departments.

The following are some of the key reasons why documentation are important:

1. Record Keeping : Documents serve as a permanent record of important information such as transactions, agreements, and policies. They allow for easy reference and retrieval of information when needed.
2. Communication: Documents facilitate communication by providing a written record of ideas, instructions, and decisions that can be shared with others. This is especially important in settings where multiple parties are involved and there is a need for clear and accurate communication.
3. Legal Protection: Documents can provide legal protection by recording agreements, contracts, and other legal transactions. In the event of a dispute or disagreement, a well-documented agreement can be used to support a party's case.
4. Knowledge Management: Documents can be used to capture and preserve knowledge within an organization. This can include best practices, procedures, and guidelines, which can be shared and used by others to improve performance.
5. Decision-making: Documents provide data and information that can be used to inform decision-making. By gathering and analyzing data, documents can help to identify trends, patterns, and opportunities, which can inform strategic decision-making.

Overall, documents are essential for ensuring that information is captured, communicated, and preserved in a way that is accessible and useful to others

II. Types of Documents

Document management can be done both in

1. Physical, or
2. soft form.

Few documents by nature of importance needs to be maintained in physical form, e.g.,

1. Land registration documents;
2. School Certificates;
3. Documents Statutorily Required to be maintained;
4. Licences;
5. Permits, etc.

These documents can also be scanned and kept in soft form so that at the time of reference, there is no need to take out the original documents.

III. Problems with Physical Documents

Physical document management can pose several challenges for organizations, including:

1. Limited accessibility: Physical documents stored in filing cabinets or other storage systems can be difficult to access, particularly for remote or off-site workers.
2. Limited searchability: Physical documents can be challenging to search and locate, particularly if they are not organized or indexed efficiently.
3. Difficulty locating documents: As the volume of documents grows, it can become increasingly challenging to locate specific files when needed.
4. Inefficient workflows: Manual document management processes can be time-consuming and prone to errors, resulting in inefficiencies and delays.
5. Security risks: Sensitive documents require secure storage and access, but manual document management processes can increase the risk of unauthorized access and data breaches.
6. Lack of collaboration: Without efficient collaboration tools and processes, it can be challenging to work together on documents, resulting in siloed information and duplicated efforts.
7. Inability to scale: As an organization grows, it may become more difficult to manage an increasing volume of documents, leading to additional challenges with organization, searchability, and accessibility.
8. Increased risk of loss or damage: Physical documents are at risk of damage from environmental factors, such as water or fire, and can be misplaced or lost due to human error.
9. Higher costs: Physical document storage requires physical space, which can be costly for organizations, particularly as the volume of documents grows.
10. Limited collaboration: Physical documents can be difficult to share and collaborate on, which can slow down workflows and decision-making processes.
11. Compliance issues: Without clear policies and procedures for document retention and disposal, organizations can face compliance issues, particularly in regulated industries.

IV. Solution for Documentation

To mitigate these challenges, organizations can digitize physical documents using scanning technology, allowing for increased accessibility, searchability, and collaboration. Additionally, implementing policies and procedures for document management, including secure storage and retention schedules, can help ensure compliance and reduce the risk of loss or damage. Scanning documents offers several benefits, including:

1. Improved organization: Scanned documents can be easily organized and stored on a computer or cloud-based storage system, making them easy to locate and retrieve.
2. Space-saving: Scanned documents take up much less physical space than paper documents, which can help free up office or storage space.
3. Accessibility: Scanned documents can be accessed from anywhere with an internet connection, making it easy to share and collaborate with others.
4. Security: Scanning documents can help protect sensitive information from physical theft, loss, or damage. Scanning documents provide increased security by limiting access to sensitive information and making it easier to encrypt and back up important files.
5. Cost-effective: Scanning documents can help reduce the costs associated with printing, copying, and storing paper documents.
6. Improved organization and searchability: Scanned documents can be organized and easily searchable, reducing the time and effort required to find specific information.
7. Eco-friendly: Scanning documents can help reduce paper usage and contribute to a more sustainable environment.
8. Searchability: Scanned documents can be easily searched for specific keywords or phrases, making it easier to find specific information.

Overall, scanning documents can save time, space, money, and help improve organizational efficiency.