Save paper
Going paperless can save money, boost productivity, save space, make documentation and information sharing easier, keep personal information more secure, and help the environment.
Disaster recovery
The vast amounts of paper records held by many companies and firms and very little is actually done to protect these paper documents. Paper can degrade over time, it is vulnerable to being misplaced, and it can present a serious security risk
Find files quickly
How much time is wasted searching for paper files? Digital documents
can searched and viewed instantly from anywhere.
Storage costs
Office square footage and off-site records storage adds to the cost of
keeping paper documents.
Benefits with Scan2i
As you might imagine, document indexing offers quite a few benefits to
businesses of all sizes. One of the biggest advantages of Scan2i is as simple as the product says
Scan 2 Indexing . The seven most important benefits are as follows:
Storage
Storing hard copy documents requires space, and that space cannot be used for anything else. Indexing documents in a digital system require only as much storage space as necessary for the storage medium (generally just a computer).
Access
AAccessing stored hard copy files can take days. That’s particularly true if your records are stored offsite. Digital document indexing ensures that you can find the file you need in minutes.
Decision Making
Often, critical decisions must be made based on information contained in stored documents. If you’re unable to locate your document, or it takes days to access it, your decision-making is delayed. Digital document indexing speeds up your decision-making process exponentially.
No Manual Searching
Locating stored hard copies requires manual searching. Someone must access the file area and then invest their valuable time digging through the whole set of files. With digitally indexed documents, you can easily find the document you need through a text-based search.
Information Flow
Hard copy documents slow down the flow of information through your business, affecting every aspect of the work. With digital document indexing, that information flows at the much higher speed.
Knowledge/Information Preservation
Paper documents don’t last for a long period. Many things can damage or destroy them. Each lost document is knowledge and data that you no longer have. Document indexing protects that invaluable information.
Better Collaboration
Collaboration between various departments and management teams in your business is vital, but it can be difficult if you’re relying on paper documents. Digital documents are easily shared, easily transferred and easily viewed, ensuring that everyone can be on the same page at the same time.
Scan2i (Scan 2 Index) Provides the following
Improve Workflow
Digital images of your documents allow for quick sharing and database search functionalities let you find what you need fast.
Cost Efficiency
Digitize your documents and store them in an server or in the cloud rather than paying for costly onsite storage.
Secure Your Information
Digital documents are organized in secure databases with strict access controls.
How Document Scanning Services Work
You pack up your documents
Your provider picks up your
documents
Your documents are safely
transported
Your documents arrive at the secure
conversion facility
Your documents are scanned
The digital files are converted to the
desired format
The digital files are indexed and
organized in the digital document management system of choice
The physical documents are shredded,
stored off site, or returned to you
