Documents and the information contained within them are often the lifeblood of an organization, yet many companies do not know where to start looking for document scanners in Ontario. Document scanning for a business is a little different than scanning a few files or photos on your home scanner. Some organizations have warehouses full of documents that need to be organized, scanned and stored digitally by a document scanning services company to reclaim office space and allow the organization to share the information easier and more efficiently.
There are many benefits to using document scanners in Ontario. A few of the major benefits include:
- No more banker’s boxes or filing cabinets taking up valuable and expensive office space
- Increase the longevity of valuable documents for many years to come
- Be able to access the information you need by a click of a mouse
- Save money on storage space, document shipping and lost time due to searching for documents
- Easily share documents across an entire organization
Converting an entire organization’s documents using document scanners in Ontario can be a tedious task, which is why it is important to find a reputable document scanning services company to meet your needs. A qualified document management and document scanning services provider should be able to handle any type of document, including:
- Letter or legal sized documents
- Black and white, color or grayscale documents
- Single or double sided documents
- Human Resources documents
- Student records
- Medical records with HIPPA compliance
- Checks and Forms
- Financial and legal records
- Ledgers and books
- Blueprints or drawings
- Large maps
- NCR forms
Before scanning your organization’s documents, it is necessary to prep the documents for use of the document scanners in Ontario. Again, this is something a reputable document management company can do for you to take the hassle out of the document scanning process. The document scanning services company should be able to:
- Organize and sort the files for scanning
- Remove any staples, paperclips or any binding
- Separate the documents in batches
- Concisely index the documents for easy retrieval
- Use optical character recognition (OCR) so the documents can be searched
- Use strict quality control methods on all documents
- Return the original documents to use or securely shred them for recycling
After the documents are scanned using document scanners in Ontario, the document scanning services company will provide the digital copies of the documents to you in an image file format which can be used as part as an organization-wide document management system. The digital documents can also be saved on a network server, CD, DVD, hard drive, USB jump drive or microfilm.
Converting an entire file cabinet or warehouse full of documents can be a daunting task, which is why it is a good idea to consult with a reputable document scanning services company that has experience using document scanners in Ontario. Choosing the right company for your organization can quickly transform your organization into a paperless, eco-friendly and more efficient company.
To discuss how document scanners can benefit your organization, contact MES Hybrid today.