Records Scanning in Ontario - MES Hybrid

1
Records Scanning in Ontario

• Top Considerations in Vendor Selection

2
Records Scanning in Ontario

• Through records scanning in Ontario,
  organizations can convert their paper documents
  into digital files. As you can expect, digital
  formats provide a wide range of benefits over
  physical records. Users throughout the company
  can access documents easily and readily. In
  addition, digital files protect information that
  otherwise could be lost or damaged in its
  physical form.

3
Records Scanning in Ontario

• Although the advantages of records scanning in
  Ontario may seem obvious, you still need to
  carefully conduct the vendor selection process.
  To ensure you make the right decision, you should
  organize your efforts and develop a formal
  framework for your vendor evaluation.

4
Records Scanning in Ontario

• Start by Analyzing Your Needs
• If youve ever purchased anything from a
  professional salesperson, youll remember him or
  her taking the time to understand your situation
  and the needs their solution must address. Then,
  they match an appropriate solution to your
  requirements. You should use the same thought
  process.
• First, think about the records you need to scan.
  How will you use the scanned information? How
  many people and how often will the documents be
  accessed? The solution you need will differ if,
  for example, you want to just store your digital
  files or have them integrated within your
  organizations document management system.

5
Records Scanning in Ontario

• If your records are going to be regularly
  accessed, you need to consider how they will be
  retrieved. To make retrieval seamless and fast,
  documents must be properly indexed after theyre
  scanned. The indexing part of the process can
  determine whether your records scanning in
  Ontario is successful.
• Given the importance placed on indexing, you
  should consider a vendor with ample experience in
  both records scanning and indexing. You may find
  the vendors indexing capability will have an
  impact on your final selection decision.
• .

6
Records Scanning in Ontario

• Determine the Scope of Your Project
• Once you know how records scanning in Ontario
  will address your document needs, you should
  identify your project parameters. In other
  words, you need to provide information to vendors
  about your project so you can get appropriate
  pricing, service and the right final solution.
• You should start with your timeline. How fast
  will you need the project completed? If your
  turnaround is tight, you need to be sure
  prospective vendors can meet your deadline.

7
Records Scanning in Ontario

• Whats the extent of your conversion project?
  In other words, how many documents do you need
  converted and how will they need to be indexed?
  A well qualified vendor whos done ample records
  scanning in Ontario will help inventory your
  documents and provide an easy conversion process
  for you from start to finish.

8
Records Scanning in Ontario

• Preparing for Records Scanning in Ontario
• A good vendor will have an established process
  for preparing your records for scanning. Theyll
  also perform a test to ensure information
  integrity and accuracy during scanning and
  indexing. You need to make sure during your
  evaluation that each vendor knows how to work
  with your specific records. The physical
  documents must not only be prepared in the proper
  manner, but must be returned to you organized and
  undamaged.
• In many respects, document preparation is the
  most important part of records scanning in
  Ontario. Its better for you and your vendor to
  spend the time and effort upfront to properly
  prepare your documents for scanning. Otherwise,
  you risk having issues after the scanning project
  is complete.

9
Records Scanning in Ontario

• Completing the Project
• During your vendor evaluation, you should have
  considered the scanning and indexing technologies
  used by each vendor. This information should
  provide you will a comfort level that you have
  made the right decision and the project will be
  tailored to your specific requirements.
• In addition, the vendors technology and
  internal processes must address quality control
  issues. For example, you want to be assured each
  record will be scanned and nothing is missed.

10
Records Scanning in Ontario

• Another important consideration in selecting the
  right vendor for records scanning in Ontario is
  whether or not they perform the work in-house.
  If the vendor outsources any of your project, you
  need to know that upfront so you can evaluate
  this scenario carefully. In addition,
  outsourcing increases security risks and the
  potential for mistakes. The fewer people
  handling your important records, the better.
• Records scanning in Ontario can make a huge
  difference in how your organization operates.
  You can increase your efficiency, productivity
  while cutting operational costs. Plus, youll be
  preserving your companys critical information
  assets.
• .

11
Records Scanning in Ontario

• Value comes into play when youre calculating
  the various trade-offs associated with wide
  format scanners. A lower priced scanner may be
  manufactured with lower quality parts. In this
  case, your costs you less to buy the scanner.
  But, you might end up paying more over time
  because of repair and replacement of parts.
• When you make your purchase decision for Records
  Scanning in Ontario, it boils down to weighing
  several factors that are important to you and
  your application. When you determine whats most
  important, you can then begin evaluating
  different vendors and models to get the right
  fit.

12
About the Author

• Kevin D'Arcy is VP of Sales and Marketing for
  MES Hybrid Document Systems, Ontario's leading
  document scanning and document management
  supplier. For more information about Records
  Scanning in Ontario, visit http//www.mesltd.ca/.