Scanning News Articles from Pearl Scan Solutions
Solving the problem of document overflow. Dont be another statistic
Date: 26/05/2010
This refers to our last report on the alarming statistics involving document management.
The first 6 of these problems can be solved by using document scanning and archiving in the office to a good, efficient level. By scanning and electronically archiving documents it eliminates the need for the following office cash consumers:
• Printing
• Photocopying
• Postage of documents
• Filing cabinets and other storage units
• Off-site storage
• Time spent looking through paper files
That along with the peace of mind of having these documents backed up electronically on CD’s or hard drives. Of course it is almost impossible to eliminate all of these things completely but it is certainly possible to cut them down by 95%. Why print a document when you can email it?
Banks have the same line of thinking by now offering electronic statements instead of posted paper statements. Why not follow suit? All of the most successful companies are already implementing this.
Large amounts of documents can be outsourced to a reliable scanning bureau and returned on CD’s so there is no need to keep the hard copies. This still adheres to the data protection act while enabling multiple backups. If there are not too many boxes or cabinets filled then you could scan and archive them internally.
If you need advice on the best scanner or procedures do not hesitate to contact us.
Another step forward which many organisations have now realised the advantage of is ‘document management software’. This keeps all electronic documents stored in one area and is accessible from any area onsite or off-site if it is securely hosted online. No need to get up and search through paper files to find that document, simply type it into the search engine and retrieve it in seconds! Using a document management system enables emailing and electronic distribution of documents to other departments or clients, no more posting, printing and photocopying!
We also have a solution to the data entry problem whereby companies hire extra staff to complete large backlogs of data entry. There is really no need, if you outsource it to a reliable data capture bureau it can be done in bulk for a one off lower price and returned fully checked with quality control.
This is either done by OCR (Optical Character Recognition) whereby the computer reads the text and converts it into electronic format or the data is hand written then our experienced data entry team can enter the data into the forms manually. This eliminates the need to hire extra staff which involve extra overheads, wages and administration costs.
So whatever statistic you fall under be sure that you are not throwing away cash for no reason. Document scanning and document management is a guaranteed return on investment, so don’t be left behind needlessly spending thousands of pounds.
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