Records Scanning Service: Turning Paper Mountains into Digital Molehills
RECORDS SCANNING SERVICE: Turning Paper Mountains into Digital Molehills
RECORDS SCANNING SERVICE • By using records scanning services and converting paper documents to digital files, organizations drastically improve office efficiency. • Digital files also remain protected from physical misplacement and damage. • They can be integrated within a wide range of company and Internet applications as well. • Cost becomes a factor when deciding to employ a records scanning service. • Because physical paper has been eliminated, no storage space is needed. • It’s usually less expensive to scan paper documents and store them electronically than to pay for storage space that can be used for more productive purposes.
RECORDS SCANNING SERVICE Tips for Vendor Selection Thoroughly analyze your requirements before you start your vendor search. - That way, you’ll be prepared to evaluate which vendor will best match those needs. - Consider things like what you will scan, how the scanned information will be used, who will access the scanned documents and more. If your documents will be accessed regularly, they will need to be properly indexed for seamless and fast retrieval. - You must place a premium on a records scanning service that has ample experience in both scanning and indexing of your specific document types.
RECORDS SCANNING SERVICE Tips for Vendor Selection You’ll need to identify the scope of your project so you can get apples-to-apples pricing from each records scanning service. - How many documents of each type will be scanned and how will they be indexed? - The project parameters also need to include your schedule. - Each prospective vendor must commit to delivering a finished project by your deadline. Make sure to ask prospective records scanning services about their established processes for records preparation. - Ask the vendor to perform a test for information integrity during scanning and indexing. - It’s also important to inquire how your original documents will be returned to you after the project is completed. - Ensure all work for your project will not be outsourced.
RECORDS SCANNING SERVICE Tips for Managing Your Project Take the necessary time to prepare your documents. - This step can save time in the long run. - An experienced records scanning service will have a proven process they’ll help you follow. Check with your vendor to see if they perform tasks such as removing binders, lever arch files, staples, paper clips and other fasteners or enclosures. Decide what format you want your documents converted to, such as PDF, JPG, GIF or TIF. - You’ll also need to determine what media you want your files transferred to, such as file servers, hard drives or DVDs.
RECORDS SCANNING SERVICE Tips for Managing Your Project When you get ready to deliver your documents to the vendor, put them in the correct order and clearly label the files. - You’ll also want to number your document boxes and keep a list of the contents. Records scanning services can truly transform the way an organization operates. Efficiency, productivity, and cost-cutting are all impacted in positive ways. The business’ valuable information assets will be protected well into the future.
About the Author Kevin D'Arcy is VP of Sales and Marketing for MES Hybrid Document Systems, Ontario's leading document scanning and document management supplier. For more information about Records Scanning Service, visit http://www.mesltd.ca.