COMMERCIAL DOCUMENT SCANNING: WHAT IT IS AND HOW IT CAN FREE YOUR BUSINESS FROM ITS PAPER SHACKLES
Who wants to deal with mountains of papers every day? Not legal firms, not medical practices, and certainly not your office. But what can you do? Paper is part of your daily work processes. You can’t live without it… or can you?
We live in the digital age, and if there’s one thing this world teaches us is that paper just gets in the way of efficiency and productivity. So, what do you do about it? One simple answer is to minimise your reliance on paper by tapping into professional bulk scanning services.
What are bulk scanning services? How can they benefit your business? And who do you call to help you get started?
In this blog, we’ll answer these questions and more! Our goal is to supply you with the facts so you can decide if bulk scanning services are for you or not. Let’s begin!
What is Bulk Scanning?
Bulk scanning involves digitising significant quantities of documents through specialised equipment and software. This process utilises high-speed scanners and Optical Character Recognition (OCR) technology to convert paper documents into digital files.
OCR software analyses scanned images, recognises text characters, and converts them into searchable and editable text. For example, in converting paper archives into digital files, commercial scanning enables easy access, retrieval, and management of documents. This technology streamlines document handling processes and enhances efficiency and productivity across various industries.
What are the Benefits of Bulk Scanning?
Commercial scanning offers many benefits, including:
- Accessibility and Organisation: With digital files, employees can quickly locate and access information, reducing the time spent searching through paper documents. Additionally, digital storage eliminates the need for physical filing cabinets, saving valuable office space and reducing storage costs.
- Efficiency and Cost Savings: By digitising documents, businesses can automate workflows, eliminate manual tasks, and reduce labour costs associated with handling paper documents. Moreover, digital files can be easily shared and distributed, which then enhances collaboration and productivity across teams.
- Security and Compliance: When documents are digitised, it makes it easy for businesses to add features such as encryption and access controls so they can safeguard sensitive information and prevent unauthorised access. Additionally, digital records facilitate auditing and tracking, which enables businesses to demonstrate compliance with regulatory requirements and avoid penalties.
Environmental Sustainability: Digital document management helps businesses significantly decrease their carbon footprint, conserve natural resources, and contribute to a greener environment since they’re no longer reliant on paper.
Who Can Benefit from a Bulk Scanning Service?
Commercial scanning services can be a game changer for the following businesses:
- Businesses with Extensive Paper Archives: The more paper, the bigger the problem. Commercial scanning services digitise paper archives and make them easily searchable and accessible. This helps businesses free up physical space, reduce storage costs, and streamline document retrieval processes.
- Industries with Strict Regulatory Requirements: Certain industries, such as healthcare, legal, and finance, are subject to stringent regulatory requirements regarding document retention and privacy. Commercial scanning services help these businesses ensure compliance by securely digitising and managing documents according to industry standards. For example, with Scan2Archive, we are quality accredited and audited to AS/NZS ISO 9001:2015 standard. This means, whether it’s scanning medical records, invoices, customer contracts, development applications, engineering plans, leather-bound books, microfilm, or aperture cards, we follow stringent project management processes to ensure the most accurate and timely results are achieved.
Businesses Seeking Improved Efficiency and Productivity: Commercial scanning services offer businesses the opportunity to streamline document management processes, automate workflows, and enhance overall productivity. By digitising documents, businesses can eliminate manual tasks, reduce processing times, and improve collaboration among team members.
How Can You Get Started with Bulk Scanning?
To get started with commercial scanning, follow these practical steps:
- Assess Your Document Management Needs: Begin by evaluating your current document management practices and identifying areas for improvement. Determine the volume of paper documents you have, the types of documents you need to digitise, and the specific requirements of your business or industry.
- Select a Reputable Document Scanning Provider: Choose a scanning service provider with a proven track record of reliability, accuracy, and security. Consider factors such as experience, expertise, certifications, and customer reviews. Ask questions about their scanning processes, equipment, security measures, and turnaround times to ensure they meet your needs.
Implement a Scanning Strategy: Develop a comprehensive plan for your scanning project, including document preparation, scanning methods, indexing criteria, and quality control measures. Organise your documents for efficient scanning, including removing staples, paper clips, and other obstructions. Work closely with your scanning provider to ensure smooth project implementation and timely completion.
How Can Scan2Archive Help?
As a premier provider of professional bulk scanning services, at Scan2Archive we offer comprehensive solutions to digitise your paper documents efficiently and securely. With state-of-the-art high-speed scanning equipment and advanced OCR technology, our teams ensure accurate and reliable digitisation of your documents. We adhere to stringent data management practices to guarantee the security and confidentiality of your sensitive information throughout the scanning process.
At Scan2Archive, we have a proven track record of delivering successful bulk scanning projects across various industries. For example, we have helped numerous mining companies, healthcare practices, law firms, offices, and more digitise decades’ worth of files, empowering them to easily access and search for important documents with a few clicks.
With Scan2Archive, you can trust that your bulk scanning project will be handled with professionalism, expertise, and attention to detail. Let us help you streamline your document management processes and unlock the benefits of going paperless.
Choose Scan2Archive today and call us at 1300 789 684 or email us at info@scan2archive.com.au to get a free quote!
