Digitization is the process of converting information into a digital format. Document scanning is the practice of using scanners to convert paper documents into digital images. More businesses are scanning documents as a way to cut costs, increase productivity and improve access to their information. Scanning can be performed on-site at your location. Paper and other media can be converted to digital images. We can scan documents of all sizes from AO, A1, A2, A3, A4, A5 to A8, Legal etc. Blueprints, Mechanical Drawings, Books etc.
Digitalization prevents loss of critical records by providing a backup in the event of loss of or damage to physical documents. Digital copy is very handy. Chance of document getting misplaced is also addressed. It can also save storage space. Those documents which need not be preserved in physical form can be easily saved in digital form
Do I Need to Scan Every Document?
No, you don’t need to scan every document. Digitizing just your active files is great way to cut costs and be more productive. Our expert team will scan and index your physical records, and transfer them to a password-protected, searchable online document management software. This allows your employees instant access to information from anywhere.
Should I Outsource My Scanning Projects or Do It Myself?
It is cheaper and more efficient to outsource your document scanning projects. In-house document scanning requires:
- Buying scanners and software
- Organizing documents and files
- Training and/or hiring staff
- Allocating dedicated imaging time
By outsourcing your scanning project, you transfer costs, risks and responsibilities to a company with scanning and imaging expertise. From the initial document preparation phase to the final delivery of your digital images, the entire process is handled by dedicated, screened scanning technicians who ensure your documents are scanned quickly and securely with unparalleled quality. In the meantime, as your documents are being scanned, you can continue focusing on growing your business
Our areas of Expertise
SCANNING AND DIGITIZATION
Scanning paper documents into digital image format are the first step of document digitization process. We have a well-experienced staff to manage the whole process of digitizing from pre-scanning, scanning, OCR, uploading and Indexing and Implementing Document management software ensuring end-to-end support.
Our high-speed scanners scan physical documents into digital images creating a layer of security, and often convenience. Document Management creates a repository on premise with an option on having the backup of scanned documents on the cloud. With robust access and workflows, it allows much easier and faster to find and use the required document giving better response time to the business.
Making it Shareable
The OCR or Optical Character Recognition based program software can convert a document into many different electronic formats. With OCR, every word is recognized so you can perform a full-text search across your documents. Selection of required DPI in our high speed and advanced document scanners with inbuilt conversion software easily and quickly convert the scanned data, which will help our customers to reproduce the documents with high quality.
UPLOADING AND INDEXING
Our document management software gives the users an easy and quick tool to upload multiple documents in one go without downloading or installing any software component or plug-in on the the device.
Document indexing is the process of tagging or associating ‘search’ terms to documents. In other words, indexing makes the document ‘searchable’. Document Management System Repository or Library is used to centrally manage a pre-defined vocabulary ensuring that documents are indexes (tagged/classified) in a meaningful way when added or checked into the software. Building and managing this controlled vocabulary is essential in the process of implementing the Paperless Office.
DOCUMENT MANAGEMENT SOFTWARE
Document management as the software that controls and organizes documents throughout an organization. It incorporates document and content capture, workflow, document repositories and output systems, and information retrieval systems. Also, the processes used to track, store and control documents.
Our experts implement document management solution closely working with your stakeholder and understanding your existing structure and policies and provides necessary training to key users.
Some of the key features of our document management include:
- Search and retrieve documents instantly, includes full-text indexing of all documents to provide real-time, instant search results based on the content of files along with meta-data or index searches.
- Stores documents in a single level document storage structure called Document Classes.
- Quickly Index or tag document with metadata for faster and efficient retrieval.
- Access Control and Version Control
- Automated workflow – Workflow automates document-centric processes, improving efficiency and repeatability of operations
- Check-in/check-out, Annotation, and Highlight, details Audit report.
- Document Sharing, Bulk upload documents, Document viewer.
Want to go paperless, contact our specialists regarding any questions you may have about document scanning, or to obtain a free quote…. Fill the Enquiry Form/ Contact form, service line should be automatically captured.