Digitizing Accounts Payable Documents Essay

When accounting files are sent to the archives at the end of the year, the portion wagen up by the accounts payable rolls norm everyy exceeds that of all other documents combined. For some companies with high accounts payable files, it is a major expense to remove all the paperwork, box it up and identify it, and send it off to a warehouse, from which it must be remembered occasionally for various tasks. Digitizing the documents is a means of avoiding the expense of archiving.Digitizing a document means that it is laid on a s dealner that converts the document image into an electronic image stored in the computer database, which brush off be re call optioned by any single with access to the database. To digitize a document, in that location should be a high-speed scanner available that is cerebrate to a computer network. Documents are fed into the scanner and assigned one or more powerfulness numbers or codes, so that it bequeath be easy to recall the correct documents from storage. For example, a document can be indexed by its purchase order number, date, or supplier number.A combination of several indexes is the best approach, since one can still recall a document, even if one does not remember the first index number. The document images are usually stored on an optical disk since it can hold enormous amounts of storage space (and digitized documents take a shit up a lot of computer storage space). in that location will probably be many optical disks to provide a sufficient amount of storage, so the disks are usually stored in a jukebox, which gives the user access to all the data on all the storage disks.Users can then call up the images from any terminal that is linked to the network where the information is stored. There are additional advantages to using digitization of documents. Besides the reduced archiving costs, it is excessively possible to nearly eliminate the duration needed to access documents. With a traditional archiving system, o lder documents must be requested from a storehouse facility that may require several days to deliver. Even in-house documents may require several minutes to an hour to locate.If customer utility is important, and that service is linked to providing rapid access to data, then digitizing documents allows a company to straightaway satisfy customer requests for documents by searching the computer fi les for them, no theme how old the documents may be. Another advantage to using digitization is that it avoids having to take out and replace files. Whenever someone removes a file and later returns it, there is a risk that the fi le will be misplaced. Every time a file is misplaced, it will be time-consuming to find it again.By accessing documents through a computer network, there is no need to take out or replace the documentit is always sitting in the same storage location in the computer, and cannot be lost. Yet another(prenominal) advantage is that multiple users can access the sam e file at the same time. Since it is a digital image, there is no reason why the computer cannot potentially distribute a copy of the digital document to everyone who asks for it, even if they all do so at the same time. point of reference link http//classof1. com/homework-help/accounting-homework-help