Many companies have vital information, data and documents living in both the paper and digital worlds. This can lead to issues not only for storage but also for access, security, and compliance. It is possible to find a solution that combines the best of both worlds allowing you to take your paper documents into the digital arena.
Onsite scanning services are the easiest way to take your paper documents and transfer them to digital files. You will have easier access in hand with secure storage that requires no physical space. Regardless of volume, the process is fast and affordable. Your organization will have all your data available in one place, improving efficiency and reducing costs.
Often, companies opt not to scan their documents as they feel this presents a security risk. However, if you have security concerns about shipping your sensitive documents to a scanning facility, you have the option of onsite scanning.
From Paper to Digital
Scanning collects digital images, stores them and makes them accessible for future use. Your documents can then be accessed in the same manner as your electronic documents such as Word documents, Excel spreadsheets, etc.
The data conversion/document scanning process has many benefits including:
Easier document sharing and access to your information
Increase efficiency across all departments
Affordable storage solution
Less physical space for storage
Reduce compliance risk
Avoid loss of information in disaster situations such as fire, acts of nature, or break-ins
Increase data security
Environmentally friendly and sustainable practice
You choose which works best for you whether it is scanning your documents onsite or shipping your documents to a scanning facility.
The Types of Scanning Services
Both onsite and offsite services provide you with the same options and use the same technology. Information is captured from media including forms, applications, images and hand-written records. This saves a great deal of time without the need for labor-intensive manual re-entering of existing data already in a readable format.
Scanning services typically include the following steps:
Document Preparation
Document Scanning
Data Capture and Indexing
Optical Character Recognition (OCR)
Quality Control
Integration with your document management system or return via secure FTP, the cloud, or encrypted digital media
Digital Mailroom
Document scanning services can also come in the form of a digital mailroom, a process designed to ensure you never have to touch paper again. Your business receives, creates, stores and shares information in many ways. When faced with electronic, paper, fax, emails, and more, efficient response is difficult.
A digital mailroom allows you to streamline the influx of transactions, correspondence, and general information and make it easily accessible using technology. It’s accomplished by using scanning services to digitize the paper at the point it enters your office (mail, fax, courier, etc.). Scanning in hand with digital storage and workflow software collects, deploys and stores data.
Digital mailrooms offer many functions including:
Medical records scanning for revenue cycle management
Scanning of financial documents
Lock box scanning for Accounts Receivable operations
Application and onboarding for Human Resources
Invoice scanning for Accounts Payable
Onsite or Offsite?
Both onsite and offsite offer the same capabilities with very little difference including:
Document preparation and high-volume scanning according to your instructions
Choice to destroy and save originals
Process any-size document including wide-format engineer drawings and blueprints
Secure SaaS Cloud access or CD/DVD format
Media-to-media conversion based on your needs
Secure document archiving
Although offsite is also a secure process, many organizations have highly sensitive information that cannot be shipped due to compliance challenges. Mobile units offer complete document scanning, imaging, and conversion capabilities without your documents ever leaving the premises.
Document scanning services ensure secure data storage for your documents while providing a more efficient method for access. onsite scanning services offer the same benefits allowing you to choose the conversion process best suited to your needs. Document management becomes secure, efficient and accessible with consistency across all departments.
