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7 Reasons Not to Use Rubber Stamps for Document Identification

1. Rubber stamps are inefficient and cumbersome for today’s document marking requirements. The antiquated manual stamp is limited to what you have available. For any “custom” marking, a special order usually has to be placed since “rubber stamps” are not dynamic to meet your particular marking requirement.

2. Rubber stamps, are generally used in the margins of documents. If not, they will obliterate the text or content of the document in the area in which they are used. This use-in-the-margin requirement renders the document easily susceptible to alteration as the “stamp in the margin” can easily be blocked out and an unprotected “original” made on today’s high quality copiers with no trace of the stamp.

3. Rubber stamps require manual application. If the document is multipage, this usually results in only the first page of the document being stamped. This leaves the remaining pages of the document unmarked. In this respect, rubber stamps discourage compliance with not only good business practice, but best practices for document marking as well.

4. A rubber stamp, with it’s marking in the margin, cannot stop a document from being used in a manner which was not intended. This is a classic example of how a COPY becomes and “Original.”

5. Rubber stamp use wastes time and decreases worker productivity. When multiple copies of the same document have to be disseminated to different recipients, such as marketing, clients, file, etc., this requires the worker to manually apply the appropriate stamp to each copy of the document. In the case of many copies, this usually results in the first being printed — then a trip to the copy machine to make the others — and then the process of marking them.

6. Rubber stamps awkward for marking selected pages of document that has been revised or changed. For example, if a user has a 15 page document and has modified pages 3, 7 and 13. she must thumb through the document to manually apply the appropriate stamp to each revised page. Again, this manual process subjects the document to inadequate and possible improper marking that increases as the number of pages increase.

7. Rubber stamps are expensive. A self-inking rubber stamp that is only 11/16” x 2 ½ “ costs $29.95; a 1½ “ x 2½ “ self-inking stamp costs $37.95. And, that is for each person doing any document work! Moreover, these stamps only come in the color, size and font originally required. Things change.

Document marking has reached the level of Presidential Task Force Reporting. While some of the solutions required for government documents are not applicable to daily paper and PDF-based workflows of the private sector, the obvious alternative to rubber stamps is automation. This allows your word-processor and printer to do the work of document marking for you. There is a solution available called StampIt that is an add-in to Microsoft Word. It’s like having instant and unlimited access to “custom rubber stamps” that are fully automated.

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