Records Scanning Service: Turning Paper Mountains into Digital Molehills

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Records Scanning Service

• Turning Paper Mountains into Digital Molehills

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RECORDS SCANNING SERVICE
Turning Paper Mountains into Digital Molehills
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RECORDS SCANNING SERVICE

• By using records scanning services and converting
  paper documents to digital files, organizations
  drastically improve office efficiency.
• Digital files also remain protected from physical
  misplacement and damage.
• They can be integrated within a wide range of
  company and Internet applications as well.
• Cost becomes a factor when deciding to employ a
  records scanning service.
• Because physical paper has been eliminated, no
  storage space is needed.
• Its usually less expensive to scan paper
  documents and store them electronically than to
  pay for storage space that can be used for more
  productive purposes.

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RECORDS SCANNING SERVICE
Tips for Vendor Selection

• Thoroughly analyze your requirements before you
  start your vendor search. - That way, youll
  be prepared to evaluate which vendor will best
  match those needs. - Consider things like
  what you will scan, how the scanned information
  will be used, who will access the scanned
  documents and more.
• If your documents will be accessed regularly,
  they will need to be properly indexed for
  seamless and fast retrieval. - You must place
  a premium on a records scanning service that has
  ample experience in both scanning and
  indexing of your specific document types.

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RECORDS SCANNING SERVICE
Tips for Vendor Selection

• Youll need to identify the scope of your project
  so you can get apples-to-apples pricing from each
  records scanning service. - How many
  documents of each type will be scanned and how
  will they be indexed? - The project
  parameters also need to include your schedule.
  - Each prospective vendor must commit to
  delivering a finished project by your deadline. 
• Make sure to ask prospective records scanning
  services about their established processes for
  records preparation. - Ask the vendor to
  perform a test for information integrity during
  scanning and indexing. - Its also important
  to inquire how your original documents will be
  returned to you after the project is
  completed. - Ensure all work for your project
  will not be outsourced.

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RECORDS SCANNING SERVICE
Tips for Managing Your Project

• Take the necessary time to prepare your
  documents. - This step can save time in the
  long run. - An experienced records scanning
  service will have a proven process theyll
  help you follow.  
• Check with your vendor to see if they perform
  tasks such as removing binders, lever arch files,
  staples, paper clips and other fasteners or
  enclosures. 
• Decide what format you want your documents
  converted to, such as PDF, JPG, GIF or TIF. -
  Youll also need to determine what media you want
  your files transferred to, such as file
  servers, hard drives or DVDs.

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RECORDS SCANNING SERVICE
Tips for Managing Your Project

• When you get ready to deliver your documents to
  the vendor, put them in the correct order and
  clearly label the files. - Youll also want to
  number your document boxes and keep a list of the
  contents.
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• Records scanning services can truly transform the
  way an organization operates.
• Efficiency, productivity, and cost-cutting are
  all impacted in positive ways.
• The business valuable information assets will be
  protected well into the future.

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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 Records
Scanning Service, visit http//www.mesltd.ca.