Document Scanning

Digital file storage will increase your company's productive output.

Efficiently locate the files you need and stop wasting time searching for records
Imagine searching through thousands of digital and scanned documents in seconds
Change storage space into workspace

We've all heard the words, "paperless office" but the real facts are most businesses still have 95% of their information lying on desks or filed away in cabinets. This creates a host of problems for businesses. With the ruling resulting from Sarbanes-Oxley, businesses are strongly encouraged to properly maintain financial records, which includes being able to retrieve them when required. The Fair and Accurate Credit Reporting Act (FACTA) requires business to implement safeguards regarding the personal information of employees, their customers and proper destruction of this information. Beyond government regulations, businesses are faced with the increasing costs of storing, finding and distributing documents between departments and across multiple locations.

Document imaging is a process where your paper records will transfer onto electronic images. The electronic images may be transformed into CD's, DVD's or stored online. The electronic images will be available to anyone with proper permissions and access to the document database. The permissions are assigned by you, the client, which will also assist the organization or company in the area of document control. Any document can be quickly found using keywords. If a hard copy of any document is required, it can be printed and once used, shredded and recycled.

Paper documents must also be filed correctly if they are to be easily retrieved. This task can be performed by many high cost employees or a lower cost file clerk may be hired. Since most employees don't like filing, this task is often left to pile up on the corner of a desk. Once documents are filed they need to be easily accessed. Many documents are misfiled and others are simply lost. This can amount to an inconvenience to an office worker, loss of productive time looking for the document, or in some cases, a lost document can result to the detriment to the company or organization. With the implementation of an electronic document system, problems like these can be eliminated and your employees can continue to focus on their core responsibilities.

It's also difficult to share documents with other departments or an office in a different location. With an electronic document system, any document can be easily shared. The need to keep a copy of frequently accessed documents in various locations is no longer necessary. Should a document need to be sent out, it can be attached and sent via e-mail instead of the traditional postal mail or overnight delivery for further cost savings.