4 Tips on How to Choose a Document Scanning Service

How can you tell which document scanning company is right for your specific needs? Here are a few tips to make the choice easier for you.

4 TIPS ON HOW TO CHOOSE A DOCUMENT SCANNING SERVICE

Choosing a document scanning company to handle your document conversion requirements may seem like a daunting task. There are a number of document scanning service providers, some of which are better than others. But how can you tell which document scanning company is right for your specific needs? Here are a few tips to make the choice easier for you.

1. Check for references

A great document scanning service will undoubtedly have clients who will be more than happy to vouch for their services. Your choice candidate should be able to provide a list of references that you can reach out to. Ask questions on how it was to work with that service, or would they use that company again for their future needs.

2. See how serious they are about security

Your documents most likely contain confidential information that you wouldn’t want to leak or get stolen. Any document scanning service that you consider should have serious controls and precautions in place. They should guarantee that all of their personnel were subjected to background checks, for example. Their facilities should also be secured with physical access controls. Steps like these ensure your data is protected at all times.

3. Ask about their experience

Check if your candidate service provider can handle your specific needs by asking them to provide examples of similar work done in the past. Some document scanning companies only specialise in particular types of work, while others can take on a wider range. Simply ask your candidate service provider for specific examples of successful projects with similar requirements as yours. If they’re unable to provide examples then you just might want to think twice. 

 

A good document scanning service provider will ensure they keep up with the times. Ask about their professional imaging solutions as well as the software that they use. These considerations will have a great impact on the speed and accuracy that you can expect. Having the latest technologies and equipment can ensure that your chosen document scanning service will be able to complete your project not just on time, but with minimal errors as well.

4. Quality counts!

On the heels of the previous tip, you should always check for the quality of work that your service provider can deliver. Your converted files will be useless if the resulting digital files are unreadable or illegible. Again, asking for examples can help you ensure that the company you choose can deliver your project not just on time, but also exceeding your standards.

 

While these tips are there to help you navigate through the various document scanning service providers, you can make the choice easier by choosing Scan2Archive. Scan2Archive has over 35 years of industry experience and specialise in a wide range of services that are backed by AS/NZS ISO 9001:2015 Quality Accreditation. Contact Scan2Archive here and learn how their services can help assist your business and exceed your project needs.

Five Tips to Help You Choose Your Data Entry Provider

One of the realities of the modern enterprise is the requirement to manage the mountains of data generated and entering these accurately into your systems.

During the ordinary course of day-to-day operations, your company generates a large amount of data, whether on paper or digital format. Of course, one of the realities of the modern enterprise is the requirement to manage the mountains of data generated and entering these accurately into your systems. To meet this need, it’s likely that you’ve considered engaging a data entry service to perform the work for you. This makes good business sense as your team can focus on their core competencies and on your core business activities.

The bottom line is that your team can spend their time growing your business instead of spending it on the low-value task of data entry. Once you’ve decided on this path, the next step is to choose which data entry provider you will outsource your data entry needs to. Here are a few tips to consider when choosing a data entry service provider.

1. Service Catalogue

Reviewing a prospective partner’s service offerings will give you a good idea of their capabilities. Apart from the task of manually converting your data from paper to digital, a good provider should also have high-quality scanning equipment and utilise state of the art optical character recognition technology as part of its scanning conversion services. Having this capability will ensure your project is completed accurately and efficiently.

2. Process Excellence

A mark of a reliable data entry provider is its willingness to be regularly audited for compliance to industry standards. Quality Accreditation such as AS/NZS ISO 9001:2015 gives you a guarantee that the service provider follows stringent project management processes in order to deliver your project accurately and on time. Regardless of the type of data you are engaging them to enter into your systems, the provider should have a tried and tested process workflow.

3. History and Expertise

A person is known by the company they keep, similarly, you can judge the results of a service provider by its client-list. Take a look at the provider’s track record across multiple industries, review results of past projects or a government contract. High-profile customers and projects are a good indicator of the quality of work the vendor provides.

4. Information Security

Finally, a trustworthy data entry provider like Scan2Archive will take the security and confidentiality of their clients’ materials seriously. This includes ensuring all its personnel undergo criminal record checks, especially for restricted projects. Apart from the service provider itself, the employees should sign legally binding confidentiality agreements and receive specific training regarding the handling and processing of sensitive and confidential materials.

5. Ease of Doing Business

A good service provider will adjust its offerings to suit your company’s unique business requirements. In cases where your materials are too sensitive or too valuable to let out of your site, the data entry provider should be able to perform their work onsite at your location. Scan2Archive’s mobile scanning team can do just that and will set up all the equipment and provide all the expertise to complete your data entry project with minimum disruption to your operations. 

 

Scan2Archive offers trusted and reliable ISO-certified data entry services. With over 35+ years of experience in Government, Medical, Financial, Engineering, Arts, Mining, and Construction sectors, Scan2Archive’s tried and tested service offerings are backed by AS/NZS ISO 9001:2015 Quality Accreditation. Scan2Archive is an approved vendor for NSW Government Procurement ICT Services SCN0020 Category G20 — Digitisation and is a signatory to Queensland GITC5 for Government purchasing. Contact our team of experts now to learn how we can handle your business’s data entry requirements.

Go with the Pros! 3 Reasons Why Your Business Needs a Professional Data Entry Provider

Hiring a professional data entry provider avoids having your skilled team members perform work that takes time and focus away from their core activities.

Imagine this scenario. You’ve spent time, effort, and capital in bringing attention to the products and or services your small business offers. All that marketing activity generates data and it’s what you do with that data that can make or break your campaign. The challenge is that entering the data into your systems also takes time, effort and resources that are already being stretched in small businesses. This is where a trusted data entry provider can help your business conquer the challenge. 

Here are three compelling reasons why your company should consider hiring a document scanning services.

1. Lets your team focus

Data entry, or the process of collecting and inputting your data into your system, is often seen as a necessary evil. It has to be done, but quite frankly, it’s not the most prestigious of tasks. This type of manual, low-value work still requires manpower. Hiring a professional data entry provider avoids having your skilled team members perform work that takes time and focus away from their core activities.

2. Reduces stress and expense

A professional data entry provider will have the specialised equipment and personnel needed to input your data into your systems. Instead of having to purchase scanning equipment or advanced optical character recognition software yourself, for possibly a one-time activity, the provider will already have state-of-the-art scanning equipment. A reliable and trusted company like Scan2Archive already has a team of highly skilled and highly trained experts. This will spare you from having to deal with hiring temporary contract staff yourself.

3. Accuracy and efficiency

A professional scanning conversion service will ensure that the data entered into your systems is as accurate as possible. Tackling the challenge yourself may seem inexpensive initially, however may risk your business resources later on. This is especially true in the case of mission-critical data.

 

For your data entry needs, we will select either OCR (Optical Character Recognition), ICR (Intelligent Character Recognition) or OMR (Optical Mark recognition) based on your original documents and the electronic document format you ask us to deliver. Any engagement will undergo our comprehensive production planning and extensive quality control procedures. 

DIGITISATION IS THE FUTURE

Scan2Archive offers trusted and reliable ISO-certified data entry services. With over 35+ years of experience in Government, Medical, Financial, Engineering, Arts, Mining, and Construction sectors, Scan2Archive’s tried and tested service offerings are backed by AS/NZS ISO 9001:2015 Quality Accreditation. Scan2Archive is an approved vendor for NSW Government Procurement ICT Services SCN0020 Category G20 — Digitisation and a signatory to Queensland GITC5 for Government purchasing. Contact our experts now to learn how our team can handle your business’s data entry project requirements.

Microfilm Scanning Explained: Why You Should Digitise Now

Since microfilm and microfiche can degrade over time without proper (and costly) storage, now is the perfect time to discuss your project needs.

In the era before computers and digitisation technology, analog forms of storage media were the norm. Microfilm and microfiche in particular, were popular storage formats used amongst many types of businesses including; architects, land developers, hospitals, councils, accountancy firms as they all generated numerous paper records. In order to make these important archives accessible and searchable, they need to be digitised. 

Engaging with a reputable and experienced microfilm scanning service like Scan2Archive will ensure the microfilm and microfiche digitisation process is completed by the professionals.

1. CONSULTATION

The entire microfilm and microfiche conversion to digital process begins with a consultation with our experts. After determining your requirements and receiving your approval on the project details, the conversion project starts. Scan2Archive utilises state of the art FlexScan professional microfilm digitisation equipment to ensure high quality results. Throughout the entire process, great care will be taken to prevent your records from being damaged during the digitisation process.

2. CONVERSION

Scan2Archive’s scanning process reduces the risk of damage to your microfilm and microfiche records since the equipment also minimises the number of rollers that the archives are fed through.

The FlexScan’s superior camera technology produces uniform output and precision even while scanning at incredible speeds. Using fiber optic light sources that eliminate hotspots and uneven lighting, the FlexScan’s output are sharper images with better edge definition. 

 

Scan2Archive will provide you with the options of scanning your microfilm and microfiche records at the recommended resolutions of 300 or 400dpi. Depending on the content of your records, you can also decide between output in Greyscale or Black and White as each has its advantages. For example, Black and White scanning will output smaller file sizes; however these will lose some detail. Greyscale, on the other hand, provides more detail and latitude with the varying exposures. 

3. RETOUCHING

After the scanning and conversion process is complete, your resulting digital files can be further retouched through the use of image enhancement software and hardware. This results in files that are more legible and also allow for text search capability. Scan2Archive also offers processing images using optical character recognition (OCR) software. At the end of the project, you can choose whether to have your original microfilm and microfiche returned or securely destroyed.

BEST MICROFILM SCANNING SERVICE

Since microfilm and microfiche can degrade over time without proper (and costly) storage, now is the perfect time to discuss your project needs and contact us at Scan2Archive. Scan2Archive offers in-house scanning services that utilise strict quality control processes. 

 

With over 35 years of experience in the industry backed by AS/NZS ISO 9001:2015 Quality Accreditation, we can assist you convert your microfilm and microfiche archives so they are a more versatile and durable digital files

Save On Your Organisation’s Records Management Costs Through Digitisation

Scanning books and documents to pdf, along with any other paper records, can save your organisation considerable costs.

SAVE ON YOUR ORGANISATION’S RECORDS MANAGEMENT COSTS THROUGH DIGITISATION

Your organisation’s Records Management Plan is a key component in ensuring that you don’t accidentally misplace, lose or destroy important records. In Australia, however, managing records is more than simply filing your documents in a folder and then storing them in a filing cabinet in the basement store room.

The Australian-created standard, ISO 15489, known as The Standard for Information Documentation – Records Management, specifies how businesses and other organisations should handle their records. Adherence and compliance to these standards as important and necessary as they are, comes with cost. Reducing these costs is perhaps one of the most compelling reasons for organisations such as yours to consider document and book scanning services.

Scanning books and documents to pdf, along with any other paper records, can save your organisation considerable costs while at the same time keeping you in compliance with the industry standards. Below are just a few of the costs that can be reduced through digitisation.

1. STORAGE COSTS

Apart from avoiding the expense of purchasing ever-increasing numbers of filing cabinets and associated file-storage systems, organisations can also save the expensive office real-estate the cabinets and files would take. The office space could be then utilised for activities that would add value to the business, instead of just merely being used as storage space.

2. DOCUMENT HANDLING COSTS

Digitisation can help eliminate the costs associated with creating and handling paper media. Your organisation can save on, or entirely avoid, costs for printers, photocopiers, scanners and similar devices. Digitising your current archives and book scanning can help you implement a true paperless strategy for your organisation. 

3. BOOSTING PRODUCTIVITY

The cost of unproductive workers is less straight-forward, but can also be significant. Consider the following statistics: employees in business that have not yet implemented paperless strategies are estimated to spend up to 40% of their time searching for documents. Consider also that other studies estimate that organisations routinely lose or misfile 7% of their documents. It’s clear that your organisation can save on the cost of lost productivity simply through digitisation.

ISO ACCREDITED DOCUMENT AND BOOK SCANNING SERVICES

If you would like to learn more on scanning books and digitisation of your existing paper archives, contact Scan2Archive. Scan2Archive is an accredited vendor for NSW Procurement ICT Services SCM0020 Category G20 Digitisation and a signatory to Queensland GITC5 for Government purchasing.

 

 

We are backed by 35 years of experience and AS/NZA ISO 9001:2015 Quality Accreditation. If your business can benefit from having thousands of physical documents scanned and converted to searchable files, then Scan2Archive can assist your business to achieve a paperless strategy.

Reduce Your Company’s Carbon Footprint Through Book Scanning

Creating a sustainable future is now important and businesses can now contribute by reducing their carbon footprint through book scanning.

REDUCE YOUR COMPANY’S CARBON FOOTPRINT THROUGH BOOK SCANNING

Climate change is on the forefront of many business owners’ minds, especially in light of recent events not just here but around the world. The push for a sustainable future has never been so important as businesses realise that they can contribute by reducing their carbon footprint.

 

Reducing or eliminating your company’s paper consumption is one simple step that you can take. In Australia alone, it’s estimated that businesses use up to 10,000 sheets of A4-sized paper per year. Sadly, 50% of that paper will end up in the bin and in landfill. Here are a few pointers on how you can transform your business to achieve sustainable operations.

1. REVIEW YOUR PROCESS

Taking the time to review your business processes will help you identify which areas you can reduce or eliminate any dependency on paper. Utilising electronic forms instead of physical media, or scanning books to PDF can all reduce the need for actual paper. Processes that require multiple copies can then be streamlined to use electronic files, preserving your resources and eliminating a source of waste at the same time. In case your team lacks the expertise on how to scan a book into PDF, then consider contacting a professional scanning service to complete your project needs.

2. FOLLOW THE PAPER TRAIL

Simply following the lifecycle of an average sheet of paper can help you decide where to start. Take the paper used for presentations at meetings, these can easily be eliminated by scanning the original and sharing these electronically. Ideally, you’d send the electronic version from the start. Book scanning services can also digitise lengthy reports into more portable and durable electronic files. This simple change can drastically reduce your office paper consumption.

3. OUTSOURCE BOOK SCANNING

Monitor your photocopier to see how often and frequently it’s used by your team. Understanding why your employees feel the need to photocopy instead of sharing electronic files can help you eliminate unnecessary use. Apart from reducing your carbon footprint by saving paper, you’ll also save in terms of reducing use of consumables and power consumption.

Concern for the environment and shifting to more sustainable operations should be a priority for the forward thinking entrepreneur. Not only will you reduce your firm’s carbon footprint, doing so can earn you more customers.

 

 

Once you’ve decided on a greener direction for your company, contact Scan2ArchiveOur 35 years of expertise can help your company plan a suitable roadmap to reducing your reliance on paper and minimising your carbon footprint.

Five Things that your Aperture Card Scanning Service should Have

If your organisation still stores information on aperture cards, it might be time to consider converting these to digital.

5 THINGS THAT YOUR APERTURE CARD SCANNING SERVICE SHOULD HAVE

The venerable aperture card used to be the preferred archive format to store industrial and engineering drawings, architectural plans, and other large format documents. While they reportedly could last decades if stored properly, like all physical media they gradually degrade over time.

If your organisation still stores information on aperture cards, it might be time to consider converting these to digital. Still, once you’ve decided to modernise your archives you might be overwhelmed by all the available aperture card and microfiche scanning service providers in the market. Here are a few things  to consider when selecting a partner.

1. PAST PERFORMANCE

A reputable service provider should be happy to let you speak to its past clients as a reference. Past clients can give you an idea of how the aperture card and microfilm scanning service implements projects and an understanding of their overall experience.

2. SERVICE OFFERINGS

A quick scan of a prospective partner’s service offerings should give you an idea of their capabilities. The breadth of the service offerings can give you an indication of what equipment and processes the service provider utilises. This can give you an idea if they will be able to complete your project accurately and efficiently.

An image portraying how microfiche and microfilm conversion services are done

3. STATE OF THE ART EQUIPMENT

A good aperture card scanning service will have high-quality scanning equipment that will capture your archives accurately. The scanning service can then utilise state of the art optical character recognition technology to make your resulting digital archive searchable.

4. SOUND INFORMATION SECURITY PRACTICES

A trustworthy aperture card scanning service should take your security and confidentiality  seriously. Your valuable data should be protected at all times. The service provider should ensure that all its personnel sign legally binding confidentiality agreements and receive specific training regarding the handling and processing of sensitive and confidential materials. Of course all the provider’s personnel should undergo criminal record checks.

5. MAKES IT EASY FOR YOU

In case your materials are too sensitive or valuable to let out of your sight, your prospective service provider should be able to adapt. Check if the provider can perform the scanning work onsite at your location. They should be able to provide all the equipment and expertise to perform your aperture card scanning project with minimal disruption to your regular operations.  

CONVERT YOUR APERTURE CARDS TO DIGITAL FILES TODAY

If you’re ready to convert your aperture cards to digital files, then contact Scan2Archive. With over 35+ years of experience in Government, Medical, Financial, Engineering, Arts, Mining, and Construction sectors, Scan2Archive’s tried and tested scanning service is  backed by AS/NZS ISO 9001:2015 Quality Accreditation.

 

Scan2Archive is an approved vendor for NSW Government Procurement ICT Services SCN0020 Category G20 — Digitisation and is a signatory to Queensland GITC5 for Government purchasing. Contact our team of experts now to learn how we can modernise your aperture card-based archives!

Save your Business Money through Document Scanning

Adopting a paperless strategy through document scanning might just allow you to unlock potential and improve your business operations.

SAVE YOUR BUSINESS MONEY THROUGH DOCUMENT SCANNING

When running a business, it’s easy to overlook the low hanging fruit when it comes to saving resources and increasing efficiency. Reviewing your organisation’s document handling processes as well as its use of paper is one such area that’s easy to miss. Your company might be relying too much on physical media, to the detriment of your business resiliency and customer experience. Investing some time to review these processes and adopting a paperless strategy might just allow you to unlock potential and improve your business operations.

The first area where you’ll save your organisation money by going paperless is, of course, in paper. 

 

But it’s not just the paper media that will go away–all the expenses associated with printers, fax machines, scanners and photocopiers will no longer be necessary.

 

Doing away with the clutter and sheer trouble of using paper will also reduce your company’s need to file and store documents in folders and filing cabinets.

 

If you’re already buried in piles of paper from years of doing things the old-fashioned way, then hiring a professional scanning service provider experienced in scanning bulk documents can make it easy for you. 

Converting your archives to digital will then allow you to store the files in a local network server so that your team can access them anytime. Instead of using valuable time searching through endless physical files in a centralised storage room, all it will take are a few taps on a keyboard and mouse. The increase in your team’s productivity and output can more than offset any costs you incurred during the digital scanning process.

This increase in productivity will also lead to better customer experience. Any documents needed to service a customer’s requirements will be easier to manage. The savings in time can improve turnaround efficiency and have a positive impact on customer loyalty. Happy and satisfied customers can result in repeat business and inform and recommend others of your services. 

START SAVING RESOURCES TODAY

Imagine saving costs on consumables while at the same time improving productivity and increasing customer satisfaction, all from simply changing your business’ paper consumption habits. 

If you are interested in exploring how Scan2Archive’s advanced scanning services can benefit your business, then contact us now. Our 35 years of digitisation and scanning experience, backed by our AS/NZS ISO 9001:2015 certification, can help you and your business reap the benefits of going paperless.

Reclaim your Office Space by Bulk Scanning

Bulk document scanning services can assist your business to reclaim your valuable office space and give your company productivity a boost.

RECLAIM YOUR OFFICE SPACE BY BULK SCANNING

You are probably aware of it by now: most business activities use a lot of paper. Of course, the more activity your business performs, then the more paper is consumed. Order forms, invoices, personnel records etc are all necessary in order to keep your business running smoothly.

 

As your business grows, it’s more than likely that your paper consumption will also increase. The challenge comes when you realise you need to store those documents in case they’re needed for future reference. 

An example of storing financial records

Apart from investing in expensive filing cabinets and an entire document storage and archive system, you’ll also need to set aside physical space in your office to store all those documents. With office space at a premium, wouldn’t it make more business sense to utilise the space needed for document storage and allocate the space for core business activities? 

This is where bulk document scanning services can assist your business to reclaim your valuable office space. Even if you don’t have a dedicated document storage room, think of what you can do with all the space you’ll get back once you remove all the filing cabinets and clear the cupboards where you are currently storing documents.  Reclaiming and repurposing the space will certainly give your company productivity a boost.

Of course, once you are engaging with a professional scanning service to convert your paper documents to a digital format, this will have an immediate positive impact on the efficiency of your team. Having your data in digital format will save your team valuable time when searching for crucial information. Instead of having to hunt through folders of physical files, they will be able to access the documents from your digital storage. 

Moving to business scanning will also allow you to better protect and secure your documents. Physical paper copies of documents are susceptible to fire, flood, or damage. In contrast, it’s easy to have multiple redundant copies of your digital files. Storing copies in various locations, whether onsite, offsite, or in the cloud, will also ensure your business is resilient just in case anything unfortunate happens.

PROFESSIONAL BULK SCANNING SERVICE

If you’re ready to reclaim your precious office space and at the same time, enjoy the benefits that a professional scanning service can offer your business, then contact Scan2Archive. With over 30 years in the industry, backed by AS/NZS ISO 9001:2015 Quality Accreditation, we can assist you with your bulk document scanning needs and reclaim that office space!

Preparing your Business : Digitise your Microfilm and Microfiche Archives

Microfilm digitisation should be an integral part for your long term planning and specifically your business continuity plan.

PREPARING YOUR BUSINESS : DIGITISE YOUR MICROFILM AND MICROFICHE ARCHIVES

Planning for the unexpected makes good business sense. A well thought out Business Continuity Plan (BCP) will help your business prepare for whatever contingency that may come your way. Regardless if it’s a storm, fire or pandemic, preparing your BCP when times are good will assist your business quickly get back on its feet whilst you may not be able to access your offices and or files.

This means planning for flexibility and agility particularly in how your team can access their systems and information to assist the business recovery. If your operations still rely on information stored on physical media, then this may already be a disadvantage. 

Apart from paper, microfilm and microfiche has been a preferred archival media before desktop computers became accessible to most organisations. Microfiche and microfilm are able to store multiple pages in miniaturised-form. This made the media an ideal choice for Architectural offices, Government departments, Councils, Libraries, Hospitals, Schools, Financial Service providers, engineering firms and other businesses that generated numerous paper records.  

However, if these materials were to become compromised, they essentially have all the disadvantages inherent with physical media. Apart from being susceptible to fire or flood, the fact of the matter is if your team is unable to retrieve the information in the event your offices are inaccessible, then your company and staff may face some avoidable challenges.

The best strategy for your business would be to engage with a microfilm and microfiche professional scanning service to convert your physical archives into an electronic format. Digitising your physical files should be an integral part for your long term planning and specifically your BCP. 

 

Converting microfiche and microfilm to PDF format will make it easier to ensure your team has access to archival information regardless of what happens to your physical office. The fact that you can inexpensively store backup copies of your archives either on-site, offsite, or in the cloud will also help preserve them in case of disaster.

BEST MICROFILM SCANNING SERVICE

Scan2Archive’s microfiche and microfilm scanning service utilises dedicated high-resolution microfilm scanning equipment to convert your physical records into digital files. Our team of experts take great care to ensure that your records do not get damaged during the digitisation process. Scan2Archive utilises the superior camera technology of FlexScan professional microfilm digitisation equipment to produce uniform output at incredible speeds and precision.

With over 20 years in the industry, backed by AS/NZS ISO 9001:2015 Quality Accreditation, our professional team can assist with all your project needs. Contact our team today to start converting your microfilm and microfiche archives into digital files!