In today’s digital age, records management has become a critical aspect of running any business. The efficient management of records, including financial statements, contracts, and customer information, can significantly impact the success of an organization. However, managing records in paper form can be time-consuming, inefficient, and prone to errors. Onsite scanning services can help organizations improve their records management process by providing a fast and efficient way to digitize paper records.
In fact, according to a report by AIIM, 60% of businesses reported that digitizing their paper records resulted in improved efficiency, and 56% saw a reduction in operating costs. In this article, we will explore how onsite scanning services can improve your records management process.
What are Onsite Scanning Services?
Onsite scanning services involve bringing document scanning equipment to your premises and scanning your paper records onsite. This method is becoming increasingly popular because it offers several benefits over traditional offsite scanning methods. Onsite scanning services are cost-effective, as they eliminate the need to transport records to an offsite location. Additionally, onsite scanning services can be performed quickly, allowing you to access your digitized records almost immediately.
Benefits of Onsite Scanning Services:
Onsite scanning services can significantly improve the efficiency of your records management process. By scanning your paper records onsite, you can quickly access your digitized records, reducing the time spent searching for documents. Additionally, digitized records can be easily shared between departments and accessed remotely, further streamlining your records management process.
Onsite scanning services can be a cost-effective alternative to traditional document scanning services. By eliminating the need to transport records to an offsite location, you can save on transportation costs and reduce the risk of records being lost or damaged in transit. Additionally, onsite scanning services are often priced competitively, making them an affordable option for businesses of all sizes.
Onsite scanning services offer enhanced security for your sensitive documents. By keeping your records on your premises, you can control who has access to them and ensure that they are not lost or stolen in transit. Additionally, digitized records can be encrypted and password-protected, providing an extra layer of security.
Onsite scanning services can help your business comply with regulatory requirements, such as the General Data Protection Regulation (GDPR). By digitizing your records, you can easily track and manage your data, ensuring that you are meeting your regulatory obligations.
How Onsite Scanning Services Work:
Onsite scanning services involve bringing scanning equipment to your premises and scanning your paper records onsite. The process typically involves the following steps:
Before scanning, documents must be properly prepared. This includes removing staples, paperclips, and other fasteners and ensuring that documents are in good condition.
Documents are scanned using high-speed document scanners. Scanning equipment can handle a range of document sizes, including large-format documents such as blueprints and maps.
After scanning, the digitized documents are reviewed to ensure that they are of high quality and that all pages have been captured.
Once scanned, documents can be indexed for easy retrieval. Indexing involves assigning metadata to each document, such as the date, author, and subject matter.
Digitized records can be delivered in a variety of formats, including PDF, TIFF, and JPEG. Additionally, digitized records can be uploaded to a cloud-based storage system for easy access and sharing.
Onsite scanning services can help organizations improve their records management process by providing a fast and efficient way to digitize paper records. The benefits of onsite scanning services include improved efficiency, cost-effectiveness, enhanced security, and regulatory compliance. One company that offers onsite scanning services is ARC Document Solutions. If you are interested in improving your records management process, consider exploring their services and other similar providers. By taking advantage of onsite scanning services, you can streamline your records management process and enhance the overall efficiency of your business.