6 Ways to Store and Share Your Scanned Documents

Whether you work from home or in a bustling office, document storage is paramount for an organised workspace.

Paperless storage has taken the workplace by storm, creating a much more efficient and clutter-free environment. There are various ways you can store your documents once they’ve been scanned for ease of access.

Today, The Scanner Shop will walk through six ways to digitally store your documents once they’ve been scanned. Browse our products today for scanners you can rely on.

1. Cloud Storage Services

Cloud storage services provide a flexible and secure way to store your scanned documents. 

With this, you don’t need the internet to access your documents once they've been stored. This makes it the perfect choice for those who work on the go. With a variety of plans to choose from, you can select an option that meets your needs and budget. 

Some popular cloud storage services include:

  • Sync.com: This offers end-to-end encryption, ideal for private documents. It also provides file versioning and recovery options.
  • Egnyte Connect: This offers tools for file sharing and collaboration, storing data in the cloud as well as on-premises. 
  • Google Drive: This integrates with Google Workspace and is a versatile choice for those looking for document storage and easy-to-use collaboration tools in one.
  • Microsoft OneDrive: OneDrive provides seamless integration with Office 365, perfect for storing, sharing, and working on documents.
  • Dropbox: Dropbox offers straightforward file synchronisation across devices. These can be shared for collaboration, and its user-friendly interface is ideal for all workers.

2. Local Databases

For businesses which often handle private documents, local databases offer a high level of security. 

You can implement your own security protocols or indulge in backup solutions and access controls. This can be integrated into your existing IT infrastructure for easy data management. 

Common databases include Microsoft SQL Server, Oracle Database, MySQL, and PostgreSQL. Consider the cost and maintenance of each one to find the best option for your business.

3. SharePoint Integration

Sharepoint is a product by Microsoft, which allows you to easily store and manage your scanned documents. 

This is ideal for allowing various colleagues access to the same document at once for a productive workplace. With this, you can approve, review, and archive documents and have real-time colloborative discussions on the document.

It also provides access to Word, Excel, OneDrive, and Teams, and it includes access controls, encryption, and audit trails for secure storage.

4. Direct Emailing

This is a straightforward way to share scanned documents.

Through this, you can share important documents with recipients for instant access, ideal for time-sensitive work. This is beneficial for invoices, contracts, and receipts. 

Use email encryption tools for sensitive documents. Direct emailing also prevents an overload of documents from being stored on your device. 

5. Web Servers or FTP Sites

Web servers and FTP sites are a cost-effective solution for scanned document storage. 

These can handle large amounts of data, ideal for big businesses or workplaces with a heavy workload. Once stored, these documents can be accessed from anywhere in the world, ideal for remote workers or collaborations. 

FTP can be automated to synchronise files between a local machine and the server.

6. Local Folders

This is the most common and straightforward method of scanned document storage. 

It involves organising documents directly onto your computer file system or on a shared drive accessible within a local network. This is ideal for small businesses or those who aren’t as knowledgeable with tech. 

Local folders are a free approach to document storage and it is completely customisable to meet different needs. 

Invest in Reliable Document Scanners with The Scanner Shop

At The Scanner Shop, we have a scanner for every business. 

Whether you need a small portable scanner for a home office or a large format scanner for a shared office, we have something for everyone. 

Browse our products today or contact us for more information.