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.

Top 4 benefits to electronically archiving documents

Microfilming is a method of storing data onto film. It has been used for many years and has many advantages in many arenas. Some of the advantages are that you will never need software or hardware updates, all you need is a light source and magnifier to view them, they cannot be changed or tampered with and you can store many copies in multiple places.

Document scanning is the process of scanning all paper documents into a digital format. Once the documents are scanned they can be electronically archived on a hard drive, CD or DVD, online database or program, etc. Outsourcing this work can be very beneficial simply due to the amount of time it takes to scan and organize all of your businesses documents.

Our world today is evolving at a rapid pace; the technology you bought 2 years ago is already out of date and half the price. People have moved from sending cards and letters in the mail, to sending messages over email, to sending quick texts, Tweets or Facebook postings. In order for your business to be successful it is important to keep up with our ever-changing society. One of the easiest ways to do that is to trust MES Hybrid Document Systems to provide you with document management solutions.

For starters, let's clarify the difference between Cloud and On-Premise document management solutions. Cloud solutions (AKA Software as a Service, ASP, On-Demand) are software solutions that are hosted on secure, external, data servers. Whereas an On-Premise solution is a software package that is installed and maintained within your corporate IT environment.