Indexing is key to the easy retrieval of electronic records. You should index your records according to the information that will be needed in order to retrieve the record. We can assist you in creating your indexing system. We offer customised indexing based on your company’s needs. Also, we offer an OCR option to help with the search and retrieval of your electronic records.
If you have a small amount of documents you could certainly do it on your own with a desktop scanner. But, if you have a large volume of documents (hundreds to thousands), it’s best to outsource your scanning project to document scanning specialists like us. We use state-of-the-art high speed scanners to produce outstanding images and our certified scanning specialists perform quality checks at every step. This allows us to turn your scanning project around quickly and accurately. If you did it yourself, you’d have to deal with the hassles of purchasing and maintaining the equipment, training your staff, and managing the entire process to make sure your project stays on course and within budget. In the end, outsourcing is generally far less costly and of better quality than bringing it in-house and doing it yourself.
There are many pros versus a few cons when it comes to document scanning. Disaster recovery, ease of access, auditing, security, and less file cabinets are just a few pros of document imaging. The major con is that it may cost a lot up front. Conversely, the longer you keep your physical paper the more it will cost you in the future.
A paper-based filing system leaves your documents susceptible to being misplaced, lost, stolen or destroyed from fire or water damage. When you convert your paper documents to digital, you’re getting a layer of security unmatched by paper. Scanning helps you manage your policies for compliance and record retention. Besides, you never know when a disaster could hit so why take the risk? You always need a back-up plan when it comes to critical data. Scanning your documents can help you prevent data loss and keep your documents safe from disaster.
One of the main benefits of digital imaging is that it drastically reduces the time it takes to access your records. Digital imaging reduces your storage costs and space. Also, digital imaging is beneficial for companies that have multiple locations with several employees that need access to the same information.