Paper clutter is an issue for most businesses. Paper documents occupy valuable storage space, cause delays, and pose security risks. Scanning and imaging documents can help address these issues. Converting paper based documents into digital images allows them to be stored electronically and accessed anywhere, anytime, and improves office workflow significantly. If the task is voluminous and cannot be managed in-house, the ideal option would be to outsource it. Here are four important features of a reliable document image conversion service provider:
A reliable service provider would analyze how the client conducts business as well as the challenges associated with the running the business. Things that that would be looked into include:
– Key users and departments
– Location and duration of file storage
– Type and origin of documents, and who needs access
– Technology considerations/preferences
– Limitations faced and how they can be resolved
The service provider would be able to inform its clients as to how a paperless environment can help overcome their challenges.
Analysis of Client Perspective
The service provider would make a concerted effort to understand the clients perspective and how they need the solution to be delivered. The imaging solutions would be integrated with the users work environment without affecting workflow and processes. The clients preferences on how the documents can be viewed, printed, faxed or emailed are taken into account to deliver a customized solution.
Provision of Easy Access to Digitized Content
Capturing content in the form of paper documents, imported PC files or electronically generated forms is necessary for access. The content has to be digitized and indexed for easy retrieval. OCR image conversion results in text searchable files with indexes and metadata. Advanced data conversion software and sophisticated scanning and imaging technology would be used to provide high quality documents. Files can be converted into various formats such as DOC to TIFF, RTF to JPEG, Text to HTML, PDF to XML, RTF to XML, PDF to HTML, and more.
Archival Strategy for Efficient Document Management
Digital documents need to be stored on secure systems and easily accessed. The document conversion company would develop an effective archival strategy by helping the client to choose the appropriate hardware that best meets their present and long-term storage needs. Archiving paper based information in electronic format usually includes the complete analysis of current documents to determine which are to be scanned. The size of the documents, document characteristics, and the document quality are evaluated. Solutions would be provided for
– Efficient storage and archiving of electronic files
– Better availability of information
– Efficient and quick retrieval of documents
– Preservation of valuable data
Documents in digital format reduce security issues and unwanted clutter. With a professional document scanning company as their partner, businesses can enjoy benefits such as
* Advanced workflow
* Audits/tracking reports
* Disaster recovery solutions
* Better compliance standards
* Enhanced security controls
The service provider would act as a partner rather than a vendor. They would welcome client requirements and suggestions and implement them along with their own proactive ideas to enhance the client companys operational efficiency.