If your workplace is overloaded with papers, you’ll need an experienced team to help you tame your file cabinets and welcome in paperless bliss. Bulk scanning of documents and transitioning to a paperless office are ideal solutions for reducing the expensive rates of using paper. For the better part of a decade, organisations in both the private and public sectors have progressively increased their use of digital record keeping. The COVID-19 outbreak, on the other hand, increased difficulties created by paper records, forcing those who still rely on paper to reconsider their record keeping techniques.
The remaining companies that have yet to move to electronic record keeping are trying to stay up, with no apparent way out from beneath the mountains of stored paper data they own. Moving your documents to a cloud-based document management solution is now easier and more economical than ever. If you have a backlog of physical papers to manage, you are undoubtedly well aware of the expenses and problems that come with paper.
Bulk scanning is by far the quickest and most efficient solution to permanently eliminate your organization’s paper problem. In this article, we are going to mention benefits of bulk scanning as well as How does bulk scanning work.
What is bulk document scanning?
The process of transforming a huge number of paper records into a text-searchable database of digital pictures is known as bulk scanning. The procedure is normally carried out in a scanning facility equipped with commercial-grade scanning equipment and skilled personnel who understand how to analyse large amounts of data quickly and properly.
After scanning, the information on each document is extracted and transformed into searchable text human entry or OCR technology, allowing you to instantly discover and retrieve any record with just a few keystrokes.
Bulk scanning is a common pick among businesses and government organisations with stringent data retention obligations, such as hospitals, law firms, HR departments, and any other institution that realises the cost inefficiencies associated with maintaining and handling physical documents.
What are the benefits of bulk scanning?
Let’s face it: paper is slower, inefficient, difficult to manage, easy to damage, and easily misplaced… You get the idea. In fact, it would be impossible to identify a single benefit to continuing to use paper documents. Here are a few instances of how bulk scanning your papers might help your company.
- Data Security
Did you know that 29% of companies that have a data leak lose revenue? 38% of those businesses suffered a loss of more than 20%?
Data breaches are one of the most serious issues confronting today’s businesses. A breach of your personal data does not require a team of hackers. Often, seemingly innocuous workplace missteps are to blame.
Indeed, many data leaks that have compromised critical information have resulted from simple ignorance.
A preoccupied employee puts a crucial document somewhere it shouldn’t be, a box of files meant for the shredder gets misplaced, or, worst of all, a malevolent insider tries to steal data for personal benefit.
Many companies, in reality, do not have the essential processes in place to restrict access to documents that are not relevant to an employee’s function or duties, resulting in a weak link in your chain of custody.
Electronic records management solutions, on the other hand, allow you to control the flow of information as it flows around your business.
Strict security procedures, such as password protection, file encryption, and access restrictions, can be established to assist you manage who has access to your data, when it can be viewed, and where it can be accessed from, allowing you to stay in compliance with state and federal privacy regulations.
- Prevent Data Loss
The disadvantage of using paper for long-term data storage is that it is brittle. The ink fades, the paper yellows, and the writing becomes unclear with time. Moisture, mould, mildew, mice, and other natural calamities can all cause harm.
Digital recordings, on the other hand, do not degrade. The quality of the image does not alter once it is formed, regardless of how many times it is passed between hands.
Multiple copies of your data can be created and stored in various remote locations, making a full data loss scenario almost unlikely. The majority of cloud storage options incorporate this capability by default.
- Improved Productivity
Manually filing and retrieving papers takes a lot of time, and as every business owner knows, time is money. Every minute spent by an employee rummaging through file cabinets and folders for the papers they want is a wasted minute that could have been spent on more essential activities.
Your workers’ time is valuable; help them be more productive by providing them with the tools they require.
Our bulk scanning service solves this issue by establishing a text-searchable database that your team members can use to quickly discover any document. An employee may search hundreds of thousands of files without ever leaving their desk by simply typing in a name, ID, or any other indexed information.
- Cost Savings
Storing your data digitally saves you money on printers, paper, ink, file cabinets, office space, and other expenditures connected with paper records management. Reduce staff time spent sifting through filing cabinets and paper folders for the document they require. When you factor in lower paper storage costs, the savings can build up throughout the lifespan of your data.
- Reclaim Lost Space
Filing cabinets, box stacks, open file shelves… Paper storage takes a lot of space. You’re paying a premium for that space, whether you store your documents in your office or a separate warehouse.
By switching to a document management system, you may recover workplace space that was previously used by paper storage for more productive, business-centric uses while also decreasing clutter.
- Improved Collaboration
Document management solutions facilitate team collaboration and data sharing regardless of physical location. Allow a remote workforce to access corporate information safely and securely, rapidly share data with customers or clients, swiftly swap files to bounce ideas off a coworker, and so on. The options are limitless.
How does bulk scanning work?
When you choose Scan n More for your bulk scanning needs, the conversion method is easy and clear. We do the heavy lifting, logistics, and planning at your request, ensuring that the end product satisfies your standards.
Step 1:
Consultation: Every high volume document scanning project begins with a one-on-one consultation. It’s a fantastic chance to ask any questions you have and get a sense of the process, while the scanning tech works to better understand your needs and steer you towards the services that will help you reach your objectives.
In order to estimate the cost of your project, you will be questioned about the number of documents/boxes to be converted, the state of your documents, and the number of fields you wish to extract from your documents..
Step 2:
Document Transportation: At an agreed time, our staff will arrive at your place to receive your files. Members of our staff will carefully put your boxes into our truck, and an inventory will be done to verify that every box is accounted for. Then, we will bring your papers back to the scanning facility for initial processing in a safe and secure manner.
Some clients prefer to deliver the papers themselves, especially if they will be shredded after scanning and will not need to be returned. As an alternative, we will give you postage-paid document boxes that you can fill and drop off at any UPS shipping station of your choosing.
Step 3.
Preparation: Each document will be thoroughly inspected for rips, tears, fading, or any other type of damage that might interfere with a high-quality scan. To prepare the papers for scanning, we remove staples, paperclips, flatten wrinkles, and tape down sticky notes.
Step 4:
Document Scanning: Each document will be scanned and turned into a digital picture in the format you want (PDF, .tiff ). Every image we make is inspected by hand to verify its quality and readability. Any document image that does not satisfy our quality criteria will be rescanned to guarantee that every converted document is legible and useable.
Step 5:
Indexing: Depending on the type of indexing required, you have two choices.
In most circumstances, important identifiers on your documents will be picked for indexing (for example, invoice ID, customer number, serial number, etc.) and manually typed by two data entry operators at the same time (double key data entry). The findings will be personally examined for discrepancies to verify that the data submitted is 100% accurate.
OCR is used by individuals who want to turn all of the text in a document into searchable text. OCR (Optical Character Recognition) is a technology that takes data from written or printed text and turns it into machine-readable text.
Step 6:
When it comes time to distribute your data, there are various easy methods to choose from.
We can upload your papers into our business content management system, which gives safe access, storage, and search features for those beginning from scratch.
No problem if you currently use a document management system. We can instantly upload your files to your PC, send your data over SFTP, or supply you with an encrypted USB flash drive..