Document Scanning

Solution for scanning documents

Document scanning: despite the light speed advances in technology and digital communications the burden of coping with the physicality of paper continues to present a real and growing challenge to business. As result, the scanning of documents has proven a viable and valuable solution to paper files. As the first step in the digitization of paper records, invoices, employment files and other traditional paper-based business activities, the benefits of scan on demand and digitizing are numerous. Here are just a few:

  • Cost of Storage – Buying more storage and housing documents in expensive office or costly storage space represents a potentially huge and unwarranted cost. 
  • Productivity Loss – A significant amount of a company’s lack of productivity can be attributed to time spent retrieving and sorting documents. In many instances, the issue is so extreme that full-time staff is literally dedicated to the task (but others in the organization still spend much of their time performing the chore.)
  • Customer Service Inquiries – When it comes to customer account inquiries, slow response time due to misplaced documents or worse totally lost, can result in poor customer service with potentially damaging repercussions to corporate reputation.
  • Time Wastage (copying / faxing / routing documents) – Moving paper throughout an organization (e.g. gaining payment approval for an invoice) is tedious at best. In an effort to try and prevent total loss, copies are often made first (resulting in more storage!) introducing time delays. The issue is exacerbated when the documents need to get moved between remote offices and/or remote third-party organizations.
  • Disaster Recovery – Most organizations have a well-defined disaster recovery plan in place for their I.T. databases. Back-up plans for hard-copy documents (e.g. flood, fire, explosion, theft, etc.) however are often completely overlooked.
  • Compliance – Organizations need to satisfy the compliance requirements of government and security bodies in regards to document retention (in some instances for up to ten years) and supporting materials for audits or audit narratives.   
  • Security of Documents — Maintaining proper access control to paper-based documents introduces yet another layer of challenges. Housing the files in secure locations and controlling who has key/combination access are but two of the issues surrounding these sensitive documents.

Please visit our data archiving and document storage solutions pages to find answers for more of your business challenges.

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