Document scanning services offer a way to get rid of paper and transfer information to a digital format. This decreases the amount of storage needed and improves the data’s security and accessibility, both of which are necessary for complying with regulations. With the help of Scan N More’s document scanning expertise, infrastructure, and a modern, secure cloud storage repository, we help you discover what you need when you need it most. We can help you create priorities and accomplish your goals by utilizing various Backfile Conversion and Day Forward Scanning solutions. You may even direct your incoming physical mail to our secure facilities, where it will be received, opened, and scanned by our skilled employees.
Your paper document supplier, who can assist you in managing the whole information lifecycle for both physical and digital information, will perform the scanning for you. You’ll be able to access your information from one location, free up precious workspace, and greatly simplify the processing and utilization of your information.
What is Document Scanning?
Paper documents are converted into digital information through a process called document scanning. Many businesses use multifunction copiers, office supply outlets, and even mobile phone cameras for this operation. Unfortunately, such DIY scanning approaches tend to fall short in several important ways when converting a large number of documents or documents requiring safe document scanning. The safe management of the documents can inevitably be questioned.
If you haven’t previously invested in the training and tools necessary to manage the produced files, the quality might be uneven, and indexing and storage can also become a problem. And far too frequently, handling incoming documents internally would be impossible due to the sheer volume. Companies that scan their documents frequently waste too much of their workers’ time on repetitive operations that might be outsourced at a considerably lower cost, even with a robust system.
On the other hand, a professional scanning service provider can safely provide high-quality photographs for large-volume tasks. A scanning service partner can complete the task more cheaply, effectively, and accurately than your personnel. What’s more, they can do it without causing any discomfort.
Document scanning scenarios
Let’s get specific; what are the typical scenarios where professional scanning services can help?
1. Office Relocation Services
Moving is usually a great opportunity to organize your space, but in many cases, companies are forced to declutter in order to move into a new, maybe smaller, but better place. Most business owners don’t want to invest time and money sorting and relocating file cabinets and storage boxes into the new place since they have limited resources and don’t want to risk compromising important real estate with them.
At the very least, a big change raises the question, “Why are we preserving all of this stuff in the first place?” A file cabinet full of data that might be easily saved and accessed digitally is the polar opposite of both necessary and effective.
To prevent you from having to manage such a heavy burden on your own, a document scanning firm can come to your office and rapidly digitize all of those papers for storage on the cloud or on your internal platform, saving time, space, and a lot of stress for enterprises on the move.
Documents should be kept on file for compliance, but they are mounting. Even though the documents aren’t required for regular business operations, businesses are frequently compelled by law to keep them on file for a number of years. For instance, maintaining paper-based work orders, financial papers, medical data, and HR files to comply with document retention compliance requirements can consume a company’s resources without adding much value to the organization.
You may get rid of paper while transferring information to a digital format using document scanning services. This decreases the quantity of storage required and improves the data’s security and accessibility, all of which are necessary for achieving compliance standards. For instance, auditors frequently seek HR information. Thus, this must be available. However, without document management software, it would be very difficult to comply with these requirements and continue to run your firm.
2. Need better visibility and information access
The more knowledge you save on paper, the more difficult it is to access it as the library expands. An “analog” library can obstruct mission-critical activity if that knowledge is significant. Digital file management can speed up processing times and improve your bottom line if part of your business involves providing papers to interested parties. However, information’s significance can occasionally be more subtly expressed.
Consider lab notebooks as an example. Research organizations used paper notebooks in the past (and occasionally still do now) to record experiments and monitor the progress of studies. They now have mountains of outdated data stored on paper. Collaboration suffers as a result since paper papers are more difficult to find and distribute. Additionally, the practice occasionally puts scientific credibility and intellectual property at risk.
This visibility issue also affects AP/AR departments; paper papers make it difficult to see payment information, but digitizing the documents and gathering the data makes the information accessible. Having data in a digital format enables you to work more quickly and strategically, whether you simply want to fix payment or billing difficulties or utilize analytics to produce strategic financial insights.
Who can use document scanning services?
Even though document scanning services are beneficial across all sectors, there are particular frequent areas where turning paper documents into digital files have the most impact right away. It should be no surprise that these departments work with a lot of paper.
1. Accounts payable / receivable
Restaurants and other businesses that often make purchases as part of their operations accumulate paid invoices quickly. Even while those invoices don’t bring in more business, they serve as a record of your company’s spending, so throwing them away might cost you money in an audit. Additionally, resolved bills may be useful in resolving any subsequent delivery and payment issues. Contrarily, paid invoices create clutter and take up precious floor space until an audit or a payment dispute occurs.
Accounts payable automation leads to more simplified invoice approval procedures, improved visibility for company operations, and lower costs and human labor. These benefits also enable organizations to securely and quickly access processed invoices for audits and disputes.
2. Human resources
The list of documents includes agreements, tax withholding forms, payroll, I-9s, worker’s compensation, assessments, and references. An employee’s personnel file comprises all of these materials, which may be numerous. You have a serious document problem when you double it by the whole number of personnel in an organization, including those let go in the past 3 to 7 years.
Employees, the human resources department, and auditors must access personnel files while they are kept in a safe location. This is a significant burden for big organizations, but for small- to medium-sized businesses, particularly those with high employee turnover or temporary personnel, it may also be crippling.
HR departments, staff members, and auditors may all quickly and securely view any document, regardless of its format, by employing document scanning services.
3. Healthcare practitioners
Healthcare organizations, insurers, and providers are subject to the Health Insurance Portability and Accountability Act (HIPAA), which restricts who may access electronic medical records and how those records are shared. Healthcare professionals may be held accountable for the loss of a patient’s privacy in the event that there is a data breach caused by inappropriate record preservation.
These elements pose substantial security, storage, and accessibility compliance difficulties. Still, they can all be overcome with the help of a SOC 2 Type 2 accredited document scanning partner and effective digital data management.
4. Research and development
The organization’s research and development divisions keep some of the most significant and private information. Some of a company’s most precious data is vulnerable to several hazards, from simple loss or inaccessibility to fire, floods, and even theft, thanks to historical archives and the manual usage of lab notebooks.
Document scanning solutions may help you digitally archive all of your data, giving security, quick access, and even time stamps to confirm claims, inquiries, and disputes that may emerge during a company’s lifetime—all with no chance of degradation.
These are some usual applications for document scanning; however, they are by no means a complete list. Any business that relies on paper for storage, filing, or other purposes should consider document scanning as a resource-saving option.
Why use document scanning services?
Your paper documents will be entirely available to you in a digital format because of our document scanning services. We will assist you with a quick search, advice on document preservation, and future scanning techniques. We can also provide you with seamless mobile device access and cloud-based document information management.
Better workflow
We scan and arrange your digital documents so you can quickly and easily find what you’re looking for. Digital copies provide simple access, management, and sharing of your papers. Thanks to improved searchability, you can find what you’re looking for fast and simple. Employees who work with paper documents often spend 1-2 hours per day looking through physical files and storage for the information they need, which wastes valuable time. By employing ARC scanning services, you might reclaim that time and money.
OCR means powerful search
Scan N More’s scanning services simplify keyword searches by using Optical Character Recognition (OCR) to fully capture all the text on your documents.
Take your information anywhere.
You can effortlessly and safely access your digital information from anywhere and on any device using Scan N More scanning services.
Protect your information
Document scanning services enable you to safely convert all your company’s assets, including contracts, medical data, blueprints, and student records, into digital files, enhancing teamwork and production. Document scanning is advantageous for many divisions inside your company, including legal, accounts receivable, and human resources. Social engineering theft and natural calamities might also put physical and locally stored digital records in danger. Utilizing fully secured, cloud-based storage and administration offer the highest level of information protection.
Cost efficiency
By digitizing your papers and digitally preserving them, you may reduce storage costs and free up important office space. You are having your team locate what they need more quickly and effectively while traveling can help you save time and money.