---
title: "All-In Guide: Understanding Document Scanning and Management"
description: Document management is a system that scans paper into digital documents that can be tracked and securely shared, saving companies billions.
image: https://blog.mesltd.ca/hubfs/Stock%20images/business%20documents%20on%20office%20table%20with%20smart%20phone%20and%20digital%20tablet%20and%20stylus%20and%20two%20colleagues%20discussing%20data%20in%20the%20background.jpeg
---

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[![MES Hybrid Document Systems](https://blog.mesltd.ca/hs-fs/hubfs/Torontodocumentscanning_June2015/MES-Logo-Tagline2.png?width=492&name=MES-Logo-Tagline2.png)](https://www.mesltd.ca)

# All-In Guide: Understanding Document Scanning and Management

Posted by [Andrew D'Arcy](https://blog.mesltd.ca/author/andrew-darcy) on Mar 25, 2020 11:28:11 AM

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[LinkedIn](https://ca.linkedin.com/in/andrew-d-arcy-40023113)

 Topics: [document scanning services](https://blog.mesltd.ca/topic/document-scanning-services), [document management](https://blog.mesltd.ca/topic/document-management)

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Document scanning turns paper files into digital documents. Document management is a system that tracks digitized documents, ensuring accountability, transparency, organization, knowledge retention, shareability, and productivity.

Scanning documents into a digital database saves your organization time, money, and the hassles associated with paper documents. Document management makes the lifecycle of documents more efficient by automating critical tasks like approvals. 

It begins with scanning. A document scanning guide walks you through this important first step. 

![business documents on office table with smart phone and digital tablet and stylus and two colleagues discussing data in the background](https://blog.mesltd.ca/hs-fs/hubfs/Stock%20images/business%20documents%20on%20office%20table%20with%20smart%20phone%20and%20digital%20tablet%20and%20stylus%20and%20two%20colleagues%20discussing%20data%20in%20the%20background.jpeg?width=1000&name=business%20documents%20on%20office%20table%20with%20smart%20phone%20and%20digital%20tablet%20and%20stylus%20and%20two%20colleagues%20discussing%20data%20in%20the%20background.jpeg)

## **Document Management Guide for Enterprises** 

Your company creates documents that pass through several stages before they’re considered complete. Creating a document is the first step in a document management system. It creates the first version of a new record. The next step in the process is drafting the content, which may involve more than one contributor. Content includes 

- Formatting
- Hyperlinks
- Images
- Tables
- Text size and font

Sometimes several contributors work on a document. To prevent interference and lost changes, a document management system [manages each contributor's processes effectively ](https://blog.techsoup.org/posts/3-tips-to-streamline-your-document-management)using a check-in and checkout method. A single user checks in and other stakeholders can read the material, but they cannot make changes. 

[![New Checklist: Is Document Imaging Right For You?](https://no-cache.hubspot.com/cta/default/380750/551987bd-5b42-4d01-a83f-49f752724661.png)](https://cta-redirect.hubspot.com/cta/redirect/380750/551987bd-5b42-4d01-a83f-49f752724661)

Some work requires a more formal management system when, for example, documents serve as evidence. In this instance, your organization is liable for the claims outlined in a document. An insurance claim is a good example:

- Authority statements
- Photographs 
- The insurance claim form
- Witness statements
- Other evidence 

A records management system ensures a complete record.

Once a document is complete, changes cannot be made to it. If a change is required for a finished product, a new record must be created.  

### **Enterprise Document Scanning Guide** 

One-quarter of [employee productivity](https://info.aiim.org/aiim-blog/how-document-scanning-can-improve-productivity-at-your-workplace) is lost to manual document management. Converting hardcopy documents into digital files reduces the overall workload drain on resources created by manual handling. It also reduces instances of lost or damaged documents.

Document scanning increases efficiency by automating document storage, retrieval, and security. Records are easily shared between team members and securely shared with third-parties. With [digital document management](https://blog.mesltd.ca/go-paperless-how-to-find-a-reliable-document-digitization-company), your team will always have access to up-to-date information—and no staff members will work on redundant versions.

## **When Scanning Documents is Essential** 

Digital document management is essential for companies with a large client base. And it's particularly helpful if your organization works with [large-format documents](https://blog.mesltd.ca/can-small-businesses-benefit-from-digitizing-large-format-documents). It’s also beneficial for companies with many employees, empowering stakeholders who work in different locations to collaborate from a centralized document location. 

### **Corporate Governance and Document Digitization** 

In a digitized world, [corporate governance and legal compliance](https://www.abajournal.com/news/article/heres_the_legal_lowdown_on_document_management_software/?utm_source=maestro&utm_medium=email&utm_campaign=weekly_email) are becoming more critical. Document management provides a built-in system for managing documents and remaining in compliance by easily tagging documents with identifying information. These advanced systems also offer report versioning and audit trails so you can see who’s accessed or changed a document, and who has shared documents with critical third-parties like legal counselors and financial consultants. 

During digitization, some document management solutions use optical character recognition. OCR creates a searchable index of PDFs. Other solutions empower workflows by associating specific items with clients, internal stakeholders, or vendors. Some solutions offer dedicated online sharing portals for collaboration about proprietary information.

A secure online portal is especially beneficial when working with sensitive client information. It’s a much better alternative than unencrypted email. 

[![Free eBook: Become a Paperless Company in 90 Days](https://no-cache.hubspot.com/cta/default/380750/d26a6b48-dc5c-470d-8a1c-58957d7878ff.png)](https://cta-redirect.hubspot.com/cta/redirect/380750/d26a6b48-dc5c-470d-8a1c-58957d7878ff)

## **Data Empowerment via Automation** 

It’s likely that your competition is already using some form of a document management system. As a result, if you don’t embrace the digital age, your organization is likely to get left behind. You can catch up with the competition by acting now. Companies waste billions of dollars handling manual documents. A digital document management system is your key to freeing up company resources. Most importantly, it will [boost the bottom line](https://blog.mesltd.ca/9-ways-document-digitization-will-reduce-costs-and-boost-productivity). 

If you need assistance in scanning documents and deploying a digital strategy, help is only a phone call away. Contact MES Hybrid Document Systems. We’ll put the [power of our expertise](https://offers.mesltd.ca/get-a-quote) to work for your organization.

[![Document scanning pricing](https://no-cache.hubspot.com/cta/default/380750/673422d9-d0a3-4813-8723-edc0e154d305.png)](https://cta-redirect.hubspot.com/cta/redirect/380750/673422d9-d0a3-4813-8723-edc0e154d305)

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- [Are you considering acquiring the data capture ser (1)](https://blog.mesltd.ca/topic/are-you-considering-acquiring-the-data-capture-ser)
- [Business Process Improvement (BPI) (1)](https://blog.mesltd.ca/topic/business-process-improvement-bpi)
- [CGSB-72.11.93 (1)](https://blog.mesltd.ca/topic/cgsb-721193)
- [CPIN (1)](https://blog.mesltd.ca/topic/cpin)
- [Canon Microfilm (1)](https://blog.mesltd.ca/topic/canon-microfilm)
- [Canon Scanner (1)](https://blog.mesltd.ca/topic/canon-scanner)
- [Cloud Document Storage (1)](https://blog.mesltd.ca/topic/cloud-document-storage)
- [Company Culture (1)](https://blog.mesltd.ca/topic/company-culture)
- [Cost Savings (1)](https://blog.mesltd.ca/topic/cost-savings)
- [Data Management (1)](https://blog.mesltd.ca/topic/data-management)
- [Data Security Compliance (1)](https://blog.mesltd.ca/topic/data-security-compliance)
- [Data Storage Solutions (1)](https://blog.mesltd.ca/topic/data-storage-solutions)
- [Digital Archiving (1)](https://blog.mesltd.ca/topic/digital-archiving)
- [Digitization (1)](https://blog.mesltd.ca/topic/digitization)
- [Document Retention Policy (1)](https://blog.mesltd.ca/topic/document-retention-policy)
- [Document management software Ontario (1)](https://blog.mesltd.ca/topic/document-management-software-ontario)
- [EMR Integration (1)](https://blog.mesltd.ca/topic/emr-integration)
- [EMR Systems (1)](https://blog.mesltd.ca/topic/emr-systems)
- [Electronic Document Management System (1)](https://blog.mesltd.ca/topic/electronic-document-management-system)
- [Electronic Records Management (1)](https://blog.mesltd.ca/topic/electronic-records-management)
- [File Formats (1)](https://blog.mesltd.ca/topic/file-formats)
- [FilePrint (1)](https://blog.mesltd.ca/topic/fileprint)
- [Formatta in Ontario (1)](https://blog.mesltd.ca/topic/formatta-in-ontario)
- [Fujitsu Scanner (1)](https://blog.mesltd.ca/topic/fujitsu-scanner)
- [HIPAA Compliance (1)](https://blog.mesltd.ca/topic/hipaa-compliance)
- [Healthcare Document Management (1)](https://blog.mesltd.ca/topic/healthcare-document-management)
- [Healthcare Efficiency (1)](https://blog.mesltd.ca/topic/healthcare-efficiency)
- [Intelligent Document Processing (1)](https://blog.mesltd.ca/topic/intelligent-document-processing)
- [MES ViewScan (1)](https://blog.mesltd.ca/topic/mes-viewscan)
- [MP20 (1)](https://blog.mesltd.ca/topic/mp20)
- [Medical Records Scanning (1)](https://blog.mesltd.ca/topic/medical-records-scanning)
- [Microfiche Digitization (1)](https://blog.mesltd.ca/topic/microfiche-digitization)
- [Microfiche Scanning (1)](https://blog.mesltd.ca/topic/microfiche-scanning)
- [Microfilm Digitization (1)](https://blog.mesltd.ca/topic/microfilm-digitization)
- [Microfilm scanning Markham (1)](https://blog.mesltd.ca/topic/microfilm-scanning-markham)
- [Microfilm scanning services Hamilton (1)](https://blog.mesltd.ca/topic/microfilm-scanning-services-hamilton)
- [Microfilming Hamilton (1)](https://blog.mesltd.ca/topic/microfilming-hamilton)
- [Microfilming in Ontario (1)](https://blog.mesltd.ca/topic/microfilming-in-ontario)
- [Ontario Document Archiving (1)](https://blog.mesltd.ca/topic/ontario-document-archiving)
- [Ontario Document Scanning (1)](https://blog.mesltd.ca/topic/ontario-document-scanning)
- [Ontario Microfilming (1)](https://blog.mesltd.ca/topic/ontario-microfilming)
- [Paper Waste (1)](https://blog.mesltd.ca/topic/paper-waste)
- [Patient Care (1)](https://blog.mesltd.ca/topic/patient-care)
- [Patient Records Management (1)](https://blog.mesltd.ca/topic/patient-records-management)
- [Records Scanning Service (1)](https://blog.mesltd.ca/topic/records-scanning-service)
- [Records Storage Facility (1)](https://blog.mesltd.ca/topic/records-storage-facility)
- [Records and Information Management (1)](https://blog.mesltd.ca/topic/records-and-information-management)
- [Scanning Documents (1)](https://blog.mesltd.ca/topic/scanning-documents)
- [Secure Storage (1)](https://blog.mesltd.ca/topic/secure-storage)
- [Types of EDMS (1)](https://blog.mesltd.ca/topic/types-of-edms)
- [UScan (1)](https://blog.mesltd.ca/topic/uscan)
- [ViewScan (1)](https://blog.mesltd.ca/topic/viewscan)
- [Webinar (1)](https://blog.mesltd.ca/topic/webinar)
- [Wide Format Scanners in Ontario (1)](https://blog.mesltd.ca/topic/wide-format-scanners-in-ontario)
- [accounts payable programs (1)](https://blog.mesltd.ca/topic/accounts-payable-programs)
- [accounts payable vs receivable (1)](https://blog.mesltd.ca/topic/accounts-payable-vs-receivable)
- [alternative to micrographics (1)](https://blog.mesltd.ca/topic/alternative-to-micrographics)
- [archive (1)](https://blog.mesltd.ca/topic/archive)
- [archive writing services (1)](https://blog.mesltd.ca/topic/archive-writing-services)
- [archive writing system (1)](https://blog.mesltd.ca/topic/archive-writing-system)
- [books (1)](https://blog.mesltd.ca/topic/books)
- [business continuity (1)](https://blog.mesltd.ca/topic/business-continuity)
- [business records (1)](https://blog.mesltd.ca/topic/business-records)
- [cheap microfilm prices (1)](https://blog.mesltd.ca/topic/cheap-microfilm-prices)
- [child protection information network (1)](https://blog.mesltd.ca/topic/child-protection-information-network)
- [content services (1)](https://blog.mesltd.ca/topic/content-services)
- [cost of document storage (1)](https://blog.mesltd.ca/topic/cost-of-document-storage)
- [cybersecurity (1)](https://blog.mesltd.ca/topic/cybersecurity)
- [data entry (1)](https://blog.mesltd.ca/topic/data-entry)
- [data hoarding (1)](https://blog.mesltd.ca/topic/data-hoarding)
- [data indexing (1)](https://blog.mesltd.ca/topic/data-indexing)
- [data loss (1)](https://blog.mesltd.ca/topic/data-loss)
- [data protection (1)](https://blog.mesltd.ca/topic/data-protection)
- [departmental scanners (1)](https://blog.mesltd.ca/topic/departmental-scanners)
- [digital destruction (1)](https://blog.mesltd.ca/topic/digital-destruction)
- [digital library (1)](https://blog.mesltd.ca/topic/digital-library)
- [digital office (1)](https://blog.mesltd.ca/topic/digital-office)
- [digital reel (1)](https://blog.mesltd.ca/topic/digital-reel)
- [document control (1)](https://blog.mesltd.ca/topic/document-control)
- [document imaging services (1)](https://blog.mesltd.ca/topic/document-imaging-services)
- [document management resources (1)](https://blog.mesltd.ca/topic/document-management-resources)
- [document solutions (1)](https://blog.mesltd.ca/topic/document-solutions)
- [e-forms software (1)](https://blog.mesltd.ca/topic/e-forms-software)
- [education (1)](https://blog.mesltd.ca/topic/education)
- [email retention (1)](https://blog.mesltd.ca/topic/email-retention)
- [enterprise document scanning (1)](https://blog.mesltd.ca/topic/enterprise-document-scanning)
- [future of microfilm (1)](https://blog.mesltd.ca/topic/future-of-microfilm)
- [future of micrographics (1)](https://blog.mesltd.ca/topic/future-of-micrographics)
- [hospital records management (1)](https://blog.mesltd.ca/topic/hospital-records-management)
- [how much paper do I have (1)](https://blog.mesltd.ca/topic/how-much-paper-do-i-have)
- [image verification (1)](https://blog.mesltd.ca/topic/image-verification)
- [information risk (1)](https://blog.mesltd.ca/topic/information-risk)
- [insurance (1)](https://blog.mesltd.ca/topic/insurance)
- [life after microfilm (1)](https://blog.mesltd.ca/topic/life-after-microfilm)
- [manufacturing (1)](https://blog.mesltd.ca/topic/manufacturing)
- [manufacuring (1)](https://blog.mesltd.ca/topic/manufacuring)
- [membership records (1)](https://blog.mesltd.ca/topic/membership-records)
- [mes hybrid document management syste (1)](https://blog.mesltd.ca/topic/mes-hybrid-document-management-syste)
- [microfilm alternatives (1)](https://blog.mesltd.ca/topic/microfilm-alternatives)
- [microfilm products (1)](https://blog.mesltd.ca/topic/microfilm-products)
- [microfilm reader printer (1)](https://blog.mesltd.ca/topic/microfilm-reader-printer)
- [microfilm replacement (1)](https://blog.mesltd.ca/topic/microfilm-replacement)
- [microfilm suppliers (1)](https://blog.mesltd.ca/topic/microfilm-suppliers)
- [microfilm toner (1)](https://blog.mesltd.ca/topic/microfilm-toner)
- [moving tips (1)](https://blog.mesltd.ca/topic/moving-tips)
- [network drive (1)](https://blog.mesltd.ca/topic/network-drive)
- [network scanner (1)](https://blog.mesltd.ca/topic/network-scanner)
- [network scanners Hamilton (1)](https://blog.mesltd.ca/topic/network-scanners-hamilton)
- [newspaper scanning (1)](https://blog.mesltd.ca/topic/newspaper-scanning)
- [on site scanning (1)](https://blog.mesltd.ca/topic/on-site-scanning)
- [on-site software (1)](https://blog.mesltd.ca/topic/on-site-software)
- [ontario library association (1)](https://blog.mesltd.ca/topic/ontario-library-association)
- [payroll (1)](https://blog.mesltd.ca/topic/payroll)
- [portable scanner (1)](https://blog.mesltd.ca/topic/portable-scanner)
- [process documentation (1)](https://blog.mesltd.ca/topic/process-documentation)
- [public scanning (1)](https://blog.mesltd.ca/topic/public-scanning)
- [questions about document scanning (1)](https://blog.mesltd.ca/topic/questions-about-document-scanning)
- [record scanning (1)](https://blog.mesltd.ca/topic/record-scanning)
- [records management laws (1)](https://blog.mesltd.ca/topic/records-management-laws)
- [remote access (1)](https://blog.mesltd.ca/topic/remote-access)
- [remote documents (1)](https://blog.mesltd.ca/topic/remote-documents)
- [resume screening (1)](https://blog.mesltd.ca/topic/resume-screening)
- [return on investment (1)](https://blog.mesltd.ca/topic/return-on-investment)
- [scanning patient files (1)](https://blog.mesltd.ca/topic/scanning-patient-files)
- [scanning services toronto (1)](https://blog.mesltd.ca/topic/scanning-services-toronto)
- [security (1)](https://blog.mesltd.ca/topic/security)
- [sharing documents (1)](https://blog.mesltd.ca/topic/sharing-documents)
- [shredding (1)](https://blog.mesltd.ca/topic/shredding)
- [spring cleaning (1)](https://blog.mesltd.ca/topic/spring-cleaning)
- [student information system (1)](https://blog.mesltd.ca/topic/student-information-system)
- [student records (1)](https://blog.mesltd.ca/topic/student-records)
- [time management (1)](https://blog.mesltd.ca/topic/time-management)
- [uman resources (1)](https://blog.mesltd.ca/topic/uman-resources)
- [version control (1)](https://blog.mesltd.ca/topic/version-control)
- [wireless network scanners (1)](https://blog.mesltd.ca/topic/wireless-network-scanners)
- [workplace security (1)](https://blog.mesltd.ca/topic/workplace-security)
- [zeta book scanner (1)](https://blog.mesltd.ca/topic/zeta-book-scanner)

[see all](https://blog.mesltd.ca/understanding-document-scanning-and-management#)

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Phone: 905-475-9263

Email: [info@mesltd.ca](mailto:info@mesltd.ca)

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