Making the Most of Document Scanning

Choose document scanning and imaging solutions that give real long-term value

Making the most of document scanning services takes some time and planning. The benefits of digitizing your documents and reducing paper are many, as long as the new paperless management system is easy to use and manage. Finding and utilizing effective document scanning services and management will ensure that you get real value for what you spend on the project.

Scanning your documents will probably be an expensive and time-consuming process, but can be rewarding in the long run. Here are some ways to make the most of document conversion services:

1. Make scanning documents easier by doing the work at your location.

2. Find a good system to make scanned documents easy to retrieve.

3. Invest in quality equipment to keep the project running smoothly.

 

Choose an on site document scanning service

Many large scanning companies offer mobile scanning services so your documents don't need to be removed from your facility. One advantage of on site scanning is that you won't need to box up your documents to send them to a facility. In addition, you don't have to worry about security, lost documents, or inaccessibility to important files.
Try: HOV Services offers on site scanning management services for current files and future scanning. Get quotes from ScanTastik and The DRS Group, which offer on site scanning done by trained professionals.

Access files easily with digital document management and document scanning software

It's important to have a way to access the scanned documents easily. Many companies provide full services, from scanning to document management software. This may be more expensive than doing things piecemeal, but it ensures that your documents are readily available. Options for document management systems include files that are housed on a server in your office and web-based file management that allows you to access the documents from a web browser.
Try: MicroMEDIA offers a full range of scanning and indexing services, including a secure web-based document management service. Digital Documents will provide a free proposal and can manage the entire scanning process, producing indexed, easily accessible documents. Xerox offers a full range of data management services, from scanning to software. Royal Imaging provides total scanning and document management services, including web-based document management software.

Invest in quality equipment to scan documents

Even if you have your scanning done professionally, as new paper comes in, it will have to be added to the scanned and indexed files. This task can be simplified by purchasing a quality scanner that integrates with your document management software.
Try: Start your search for a scanner by browsing product reviews and comparisons. The scanner guide from ScanStore allows you to enter your scanning and output requirements to find the right scanner for your needs. Kodak provides a scanner selector that offers an overview of their scanners. ConsumerSearch offers a comprehensive review of various stand-alone scanners. Integrated Solutions Magazine provides information about service contracts for scanners.

 

• If you choose to use web-based document indexing software, find out what happens to the files if you cancel your contract or the company goes out of business. Make sure you have full rights to the files. Keep a backup of the files in case of Internet outages or system failures.

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