Most business organizations have to deal with voluminous documents containing important business data. Given the difficulty an costs of managing and storing paper documents, offices are now resorting to scanning and storing these documents electronically. Document scanning and conversion in simple terms is the conversion of paper-based records (text documents, drawings, and images) into digital format.
Document scanning and conversion can help you move towards a paperless office, which can help you manage your documentation efficiently and smoothly. Take the case of Mr. Alexander Hamilton, the director of an educational institution in Alabama. He was unhappy about the document management system in his office as his staff had to waste a lot of time to find an important paper or file from the huge piles of paper-based documents. As a practical solution to this, he approached a professional document scanning company which assured him that they had the solution to his problems. Today, Mr. Hamilton is relieved and happy that he made this decision. His staff can retrieve the files or documents they need in just a few seconds! Lets see how these services proved beneficial for Mr. Hamilton.
Advantages of Document Scanning and Conversion
Easy Access: – Mr. Hamiltons employees could save a lot of time and effort because the scanned records could be accessed easily whenever they wanted. The company provided the office with a digital document management system so that all the data was scanned and stored conveniently in one location on their computers. So now they dont have to search multiple locations for a file. Efficient record keeping is a benefit that can benefit any type of organization.
Resolves Physical Storage Issues: Mr. Hamiltons office benefited from valuable savings in terms of office space. With the converted paper documents stored on servers, CDs, and computer systems in the office, the need for physical storage space was minimized. This space could be efficiently used for other important purposes. Moreover, with easy access to the stored documents, a lot of time could be saved which would have otherwise gone into looking for them.
Disaster Recovery: Proper data capture, scanning and electronic storage of all important documents provided the office with a foolproof disaster recovery system.
Data Conversion for Diverse Document Types: Data conversion services were also provided. Conversion services were offered to convert files from one format to another such as PDF to JPEG, XML to PDF, PDF to DOC, PDF to TIFF, Excel to HTML, GIF to TGA, DOC to PDF, PSD to XHTML, PDF to Excel, Word to XML, and more.
Seamless Information Sharing: – Before opting for document scanning, Mr. Hamiltons staff found it difficult to access files simultaneously or to share files. With an efficient data management system in place, all electronic files are easily accessible across the intranet and resulted in better flow of information. His employees could now collaborate more easily on specific assignments and projects, which helped in meeting their deadlines easily.
Partner with the Right Outsourcing Company
Document scanning and conversion services are available for a variety of businesses. All types of document such as student and school records, medical records, government documents, financial documents, accounting documents, and legal documents can be easily handled by a professional outsourcing company. All document types paper, microfilm and microfiche can be scanned to create electronic files for safe and compact storage. Document hosting and document indexing services go hand in hand with scanning and conversion for efficient storage and easy retrieval of data. Enjoy the many benefits of data scanning and conversion by outsourcing the task to a reliable company. A professional company can provide solutions at competitive rates and in time to meet even the most stringent deadlines.