Records Management Blog | Practical Records Management

Document Scanning - Where to begin??

Posted by Tom Doyle on Tue, Mar 16, 2010 @ 03:21 PM

It's easy to identify most of the leading reasons why it's become best practice for Companies in all industries to scan their business critical paper documents; Access, collaboration, Workflow, Security, Space Savings.  Don't forget regulatory compliance, Audit control and privacy concerns for good measure. Capturing, storing and retrieving any document at any time from any location allows businesses to reduce costs associated with records management while increasing process efficiency and improving customer service.

Now that you've been convinced, the next question is how? One solution that should be considered is partnering with an experienced Document Management company that offers outsourced scanning services. Many companies have made the mistake of investing in imaging hardware, software and the necessary personnel to manage high volume scanning environments, only to struggle with a process that is not at the core of what the business does. Converting paper documents to electronic images is not overly difficult, but neither is changing your own oil. Thank goodness for Jiffy Lube!

Outsourced scanning services companies can manage the process better than most in-house solutions because it is their core business. Your company leverages the economies of scale found in a service operation. Attention to detail, especially at the document preparation table is critical to the success of any scanning project. If the documents are not separated correctly, if all staples, paper clips and post it notes are not removed, the process will slow down and ultimately the results the end user sees will be uneven, causing them to lose confidence in the solution.   

Experienced Document Scanning Organizations are regularly upgrading and maintaining their equipment to take advantage of the latest technology. Advanced document recognition allows images to be read and desired keywords or index criteria automatically extracted, eliminating the need for manual data entry while keeping the cost of the service down.

Outsourcing your scanning projects allows you to concentrate on your core business functions while taking advantage of all the benefits of fast, reliable, secure document access.

Tags: Document Scanning, Document Imaging, Medical Record Scanning