Document Scanning: Getting the Most from Your Service Provider Relationship

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Document Scanning

• Getting the Most from Your Service Provider
  Relationship

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Document Scanning

• Document scanning is the right service for you if
  your company deals with mountains of paper work
• Digital information is easier to access, better
  protected and can be shared throughout
  organization
• Electronic documents integrate better with
  company and Internet applications

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Document Scanning

• Decision to use document scanning services is
  based on cost
• Typically cheaper to scan documents and store
  electronically than pay for physical storage
  space
• Easily eliminate mounds of paper pilling up in
  valuable office space

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Document Scanning

• What Documents Should Be Scanned?
• All forms of paper documents and records
• Pictures
• Drawings
• Magazines
• Books
• Large format documents

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Document Scanning

• What Does the Service Provider Do?
• Scan paper sizes from A0 to A8
• Use special software to improve document image
  quality
• Properly prepares documents for scanning Tasks
  involved are removing binders, lever arch files,
  staples, paper clips, other fasteners or
  enclosures

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Document Scanning

• What Does the Service Provider Do?
• Properly inspects documents and contents
• Converts to the format of your choice PDF, JPG,
  GIF and TIF
• Index the documents electronically and check for
  quality of digital file
• Transfers electronic files into the media you
  select such as file servers, hard drives or DVDs

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Document Scanning

• What Does the Service Provider Do?
• Will return original paper document or destroy
  them securely
• Scanned documents will serve as your
  organizations legal copy

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Document Scanning

• What You Can Expect from Document Scanning
• Lower costs associated with paper. These costs
  are for managing, storing, transporting and
  duplication
• Employees within digital environment can locate
  information easier. They can also print and email
  documents with a click of the mouse
• Provide better customer service
• Integrity and safety of information is improved

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Document Scanning

• Tips for Document Scanning
• Put documents in correct order
• Clearly label files
• Number document boxes and keep list of contents
• Compile list of entire inventory documents
• Group similar documents together in same box

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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 Document
  Scanning, visit http//www.mesltd.ca/.