The following article comes our guest blogger Brian Kopack of Imaging Office Systems; a member of the IIMDA Marketing Group.

So you've decided to take the plunge and scan all those paper files that have been cluttering up your office for decades. The cabinets upon cabinets of paper that have caused you and your staff to lose countless hours searching for lost or misplaced records. Finally, everything is going to be available right from your desktop, laptop, tablet or smartphone. This is a terrific move and one many before you have taken; but where do you start?

If you haven’t yet converted your paper files to a digital format, we can guess the reason for your reluctance. You probably fear that the transition process will be a hassle, a time-consuming ordeal that will disrupt your operations for quite a while.

The reality is actually just the opposite. We think you will be pleasantly surprised at how easy and headache-free the records scanning process can be. In fact, you will barely even have to give it a thought. That’s because we handle the entire process for you, leaving your staff free to focus on their normal workload.

If all of your files are currently in hard copy format (i.e. paper documents) and being stored onsite in your facility, you are at risk of serious trouble. A natural disaster, fire, theft or a number of other unexpected disasters can result in the loss or destruction of files. That’s probably one of the worst scenarios any business can face.

Your records contain valuable information and likely cannot be replaced. Keeping them in paper format without any backup is a risky move.

You probably already know about all of the advantages of maintaining records in digital format: it saves space, lets you access information quickly and makes it much easier to share records.

Think about your archive of records for a moment. Does it give you anxiety just to think about rooting through all of those files? If so, your archive probably consists of many files and stacks of papers that are likely stored in towers of boxes with little or no organizational system. And you may even have a variety of different types of data formats, including microfilm, faded papers and maybe even some fax paper that has long since started to curl and fade.

Is your desk more paper then desk? Going digital with document management and document scanning services may sound ideal, but how do you cost justify the change? Well the below infographic can be a handy tool to help build a business case for document management software and document scanning services.

Managing your critical corporate information is essential to business success and continuity. As you start to look at different records management options you'll find different medias each with their own set of pro's and con's. The below infographic can help shed some light on the different records management options available to your organization. Click on the image to see the full size graphic.

Want to be able to handle your own scanning on-site? No problem—we offer several choices of products, and can help you find one that meets your needs and your budget.

Document scanning equipment options

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!