Imaging Services Blog

The Business Case for Document Imaging Entries

August 12th August 12th   Comments

The 5 biggest benefits of document scanning

Document scanning is not just for managing documents at the “end of their life cycle” as in records retention, regulatory compliance and archiving. It can also be useful for improving the business’s ongoing operations, creating efficiencies, saving time and improving productivity in a number of areas that affect the daily work of the organization.

Document scanning can help improve…

  • Response time: With digitally scanned documentation, it’s easier to find relevant information to answer questions from customers or respond to inquiries from auditors and regulatory compliance officials. If you have a digital database of well-organized digital documents that can be searched by keyword (using Optical Character Recognition), you never have to worry about sending the wrong version of a contract, sending an archived invoice to the wrong customer, or failing to find a time-sensitive record.
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Posted by Ben - Posted in: The Business Case for Document Imaging - Tagged: , , , , ,

November 17th November 17th   Comments

Want to stop data breaches? Start scanning your paper documents.

Identity theft, data breaches, and information security failures have become part of the new vocabulary of modern business. When a company fails to preserve confidential customer information, or allows its competitive secrets to become compromised, that company’s reputation and profitability are greatly damaged.  While computer hackers, massive scale data theft, and other “high-tech” types of data breaches tend to get big publicity, one of the leading culprits in data breaches is much older and simpler: paper.

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Posted by Ben - Posted in: The Business Case for Document Imaging - Tagged: , ,

June 30th June 30th   Comments

Disaster Recovery – How Digital Document Imaging Can Help

Disaster RecoveryIf you were to take a poll of a random sampling of businesses around the world as to what their biggest business nightmare situation is, it would most likely be a disastrous data loss of any kind.  Whether that loss of data comes in traditional paper form or in electronic form, both are crippling to the business and both need to be planned for and avoided at all costs.  Digital document imaging is an amazingly efficient and cost-effective way to do that.

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Posted by JoeWise - Posted in: The Business Case for Document Imaging - Tagged: , , , ,

June 16th June 16th   4 Comments

Document Imaging & the Death of Duplication

If we started listing the pros and cons of paper-based offices, I’m fairly certain the list would quickly skew ‘con’ given advances in technology, mobile demand and Internet-centric design.  Thanks to document imaging, however, companies are given a cost-cutting, space-conserving alternative to paper-based offices.

Document Imaging a step to paperless office

Besides the benefits of cost reduction and space conservation, digital imaging is the number one way to avoid document duplication.  Paper files often lead to multiple copies, via copy machine, fax or printer, leading to stacks of paper spread over multiple locations.  The amount of space needed for filing cabinets and storing boxes in back rooms is drastically reduced using document imaging.  This creates additional employee workspace or incremental storage while housing all critical files in a single location, readily available to any employee.

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Posted by JoeWise - Posted in: The Business Case for Document Imaging - Tagged: , ,

April 28th April 28th   1 Comment

5 Ways a Document Imaging Service Can Improve Your Company’s Potential

Without a doubt, the recession has forced almost every company to take a long, hard look at the bottom line. Even as the US creeps into economic recovery, companies and their employees are increasingly trying to “do more with less.”

In fact, the Labor Department recently reported that in 2009, worker productivity rose 5.8% — the largest increase in seven years – meaning less employees are working harder.

One solution for maximizing business success with fewer resources and employees is to outsource document imaging and management.

Outsourced document imaging services allow businesses to refocus valuable personnel time to tasks more relevant to the actual job and company’s bottom line.

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Posted by JoeWise - Posted in: The Business Case for Document Imaging - Tagged: ,

April 14th April 14th   3 Comments

5 Tips to Ensure Your Document Imaging Service Meets Your Security Needs

For businesses across all industries – from medical to government to financial – security is a top concern when it comes to transitioning paper records and files to digital.

When choosing a document imaging service, it’s important to consider several key factors to ensure safety and security.

Here, we’ve identified the five tips to verify that a document imaging service provider can protect sensitive files and records:

1. Verify that the provider is SAS 70 Certified. This certification represents that a service organization – like a document imaging service provider – has withstood an in-depth audit of their control objectives and control activities. In addition, organizations should be compliant with all relevant government regulations, including Sarbanes-Oxley, Gramm-Leach-Bliley and HIPAA.

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Posted by JoeWise - Posted in: The Business Case for Document Imaging - Tagged: ,

March 16th March 16th   2 Comments

Top 4 Security Requirements of Document Scanning Systems

In December, Shi’ite fighters in Iraq used $26 store-bought software to hack into U.S. drone aircraft and intercept live video feeds of war zones. This dangerous security breach could potentially allow the militants to steal sensitive information regarding U.S. operations.

Of course, not all organizations are challenged with protecting their data from insurgents. But the military security breach does bring up a serious question for organizations in all industries: Is your data safe?

For industries ranging from healthcare to banking, a sizable amount of documents scanned and filed involves sensitive personal data. Organizations must take all possible security precautions to protect digital information involving corporate, medical and financial data.

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Posted by JoeWise - Posted in: The Business Case for Document Imaging - Tagged: ,

January 7th January 7th   2 Comments

Top 10 Reasons to Invest in Digital Conversion for Documents

Top 10 Reasons for Digital Document ConversionCompanies in nearly every industry – from construction and manufacturing to healthcare and pharmaceutical – can benefit from digital document scanning. Organizations can justify the investment in digital conversion of documents with these top 10 benefits.

1. With digital conversion of documents, organizations can reassign filing and clerical personnel to more important and productive tasks.

2. There is no chance for lost documents once the documents are in digital form, as information is digitally stored and backed up.

3. Organizations can save on time needed to search for paper documents, copy information, fax information and re-file documents.

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Posted by JoeWise - Posted in: The Business Case for Document Imaging - Tagged: , , , , ,

September 15th September 15th   5 Comments

Top 4 Reasons to Outsource Your Document Scanning Tasks

Document Scanning Service

Financial returns, increased security, improved business continuity, environmental benefits—your decision to go paperless in the office could be based on any number of reasons. But whether your goal is a completely paperless office, or you’re looking to convert a few sets of paper documents to digital files, outsourcing document scanning tasks makes even better business sense.

Here are the top 4 reasons why it’s a smart decision to outsource:

1. Flexibility. Some document scanning services offer the option of scanning at their own facilities or on-site scanning at the client’s facility. Also, a high-quality service can quickly respond to both peak loads and slack times by either adding equipment and personnel or reassigning technicians.

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Posted by JoeWise - Posted in: The Business Case for Document Imaging - Tagged: ,

September 15th September 15th   5 Comments

What’s the Main Business Driver for Document and Records Management?

In 2009, what is the main business driver leading you to invest in document and records management?

1. Compliance

2. Cost Savings

3. Operational Efficiencies

Document and Records Management

If you answered, “B. Cost Savings,” you are correct. Compared with recent years, cost savings has taken a clear lead over compliance as the main business driver for investments in document and records management, according to AIIM’s State of the ECM Industry 2009 report. Other findings include:

  • 28% of organizations would take more than a month to produce documents for a legal discovery process.
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Posted by JoeWise - Posted in: The Business Case for Document Imaging - Tagged: , ,