When it comes to maintaining records, archiving documents can be an annoying—yet unavoidable—task. On the one hand, you need to have access to important records that contain valuable information. However, trying to organize and maintain these records can be a lot of work. And coming up with an efficient way to file and sort these records can be a challenge.

Fortunately, we have the answers. We offer several options that can help eliminate the hassles and headaches involved with archiving documents. If you have a large volume of paper records, we can scan and organize them in a digital format for you, making it much easier for you to store and access them. If you prefer to handle this in-house, we offer document management systems that can be tailored to meet your specific needs. In many cases, a combination of these and other services are the best method for handling your document management and storage needs.

As the volume of electronic files your organization handles increases, you may struggle with figuring out the best way to manage and organize these files. At the same time, you may be in the process of trying to decide how best to handle the many paper documents you have in your files.

If you are like many organizations, your company is probably transitioning from paper-based files to a records system with more of a digital focus. But we know that trying to scan large volumes of records can be a time-consuming and challenging process, one that can take up a lot of valuable hours and resources.

In today’s office environment, security and accessibility of documents are top priorities. Not to mention, space is at a premium for many organizations. These are just a few of the reasons why digital files are becoming the foundation of the record-keeping system for many businesses. Digital files are easy to manage, store, share and organize. In order to maintain digital files, most organizations use documents scanners in order to capture files in digital format.

There are lots of document scanners from which to choose, so you need to try and decide which one best meets your needs. The first thing to consider is the size of your organization (and your office space). A large firm with many records will need to focus on scanners that can handle high-volume usage. We have many departmental document scanners that would be a good option.

There are several document management software programs out there, but not all of them would be a good fit for you. At MES Hybrid Document Systems, we offer several programs and can help you choose the one that best meets your needs.

MES Hybrid Document Systems is Canada's leading microfilm scanning services company. If you need someone to handle microfilm scanning in Ontario, we want to be your top choice.

Many offices today have gone wireless, with teams and staff members operating on a network (perhaps from remote or spread out locations). That means the need for office machines that work on the wireless network.

The Client

Zive Financial Inc. (ZFI), based in Toronto Ontario, is a recognized leader in insurance advisory, business succession and estate planning for high net-worth clients and medium-to-large-sized privately owned businesses.

The Problem

ZFI was in the process of relocating offices and were seeking a solution to scan and manage their 45,000 member files as opposed to transporting the files and cabinets to their new location. ZFI also wanted to be able to access files in a more efficient manner than paper files allowed. Their member files, both active and inactive, contained client correspondence, insurance quotes, claim forms and statements. The existing paper-based filing process was labour intensive and created challenges when wanting to respond to client requests in a timely fashion. Additionally, they wanted to maintain an upscale and contemporary environment in their new office.

The Solution

MES Hybrid Document Systems (MES) worked with ZFI to develop a document imaging and management solution which would align with the companies core objectives. The system not only had to provide an easy means for scanning, storing and retrieving information, but it also had to integrate with existing business systems and fit within their budget. Ultimately, they selected the back file scanning services of MES combined with FileBound Express. FileBound Express is a hardware based document management system that simply attached to ZFI’s existing network to provide an instant document management solution. To create a complete solution, ZFI needed to scan all of its historical member files into the FileBound system. However, the thought of indexing 45,000 member files was overwhelming to say the least. That’s where the back file scanning services of MES came in. ZFI concluded the outsourced back file scanning would be a quick and efficient solution to their problem. MES handled every aspect of the file conversion of paper to digital inclusive of pick-up, preparation, scanning, indexing and integration into FileBound Express. With the implementation of Canon desktop scanners, ZFI is now able to easily scan day-forward documentation into the system in order to maintain their paperless office solution.

The Results

Ease and speed of accessing documents has been greatly enhanced and the ability to comb through historical client information previously kept in filing cabinets is now completed in seconds without leaving the desk. All the data and images are backed up daily to their network ensuring the safekeeping and continued availability of valuable client information. The utilization of the scanning services from MES and the FileBound Express solution has saved ZFI time, money and valuable office space.

For more information on the document scanning services or the FileBound Express document management system please contact us today!

Growing in popularity over the years, document scanning is quickly becoming a mainstay in all types of organizations. This increased pervasiveness creates a more competitive landscape. Businesses have access to more innovative features at lower costs.

Primarily, document management solutions improve the way your business manages its records. You could transform your business by eliminating paper. Or, you could enhance your existing digital records and associated processes.