Determining the Right Document Scanning Solution for Your Business

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documents and scanner

Scanning: it’s trendy yet practical, and can go a long way toward helping your business manage its information more effectively. Still, too many executives—in a desire to reduce paper dependency—run out to the nearest office supply store to purchase a scanner without really evaluating their business needs. Often, as a result, the costs vastly outweigh any perceived benefits given both the complexity of scanning processes and the limited capabilities of internal human resources. Therefore, it’s important to clarify your requirements and expectations before applying a scanning solution to your business.  Determining which documents will benefit from being scanned is dependent on a number of factors which include:

  • file activity level
  • record retention periods
  • workflow processes
  • volume of documents

Archival, historical, or active documents?

Scanning hardcopy documents to electronic files which can be managed digitally can significantly reduce storage expenses and alleviate the administrative burdens of having to manually find and retrieve information. However, if documents are purely archival, imaging costs minimize these benefits. As a result, many companies instead opt for a professional document storage service which provides a more economical solution for allowing paper records to be securely stored for the duration of required retention periods. If archival files must be accessed over the course of retention retrieval and delivery, that process can also be professionally managed. Many document storage providers will even offer a Scan on Demand solution that enables hardcopy documents to be converted to electronic images at the time of request and sent digitally with secure file transfer protocol (FTP).

If conversion of a large volume of backfile records is required, outsourcing your scanning project enables hardcopy documents imaged quickly and accurately without burdening internal staff. In addition to the actual scanning work, a professional scanning company also handles the following tasks during the conversion process:

  • document preparation
  • file indexing
  • image quality control
  • imaging software setup and configuration
  • integration with document management software

Streamlining how information flows through your business

Maximizing workflow processes depends on your ability to manage and share information. Active files that are scanned to a digital format can better support your operation functions and facilitate expedient customer service. Information can be instantly accessed and shared remotely across a wide range of locations. A workflow scanning solution specific to your compliance, retention and operational needs and offer the following options:

  • conversion to text searchable PDF
  • Optical Character Recognition (OCR) data capture
  • digital file encryption
  • bates stamping

If your organization is also looking for enhanced document management to support enterprise content management (ECM) objectives, a vetted document scanning company can offer an imaging solution that integrates with a variety of software platforms.

Docu-Dépôt provides a full suite of document scanning solutions for businesses throughout Montréal and Québec. To find out more, please contact us by phone or fill in the form on this page.

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