Description And Benefits Of Document Scanning Services
Have you considered how document scanning services can benefit your business
? Are you looking for a new way to reduce costs and increase efficiency? See below for a brief description of these services as well as information about how these services can benefit your business.
A high quality document scanning services company will store your documents in a HIPAA-compliant, safe location. This facility should be large enough to house a great number of documents and should be approved by the State as a vault for the storage of microfilm/fiche. A superior document scanning services company should also provide state-of-the-art hardware, software, and experienced personnel to ensure prompt and accurate reproduction of customer's documents to electronic form.
So what does a reputable document scanning services company offer? They offer onsite and offsite back file scanning services of any magnitude. They provide scheduled document scanning services anywhere from daily to yearly to meet the overflow scanning requirements of their clients. They also offer "emergency catch-up" services to self-sufficient scanning operations that run into down-time issues due to unexpected equipment or staffing problems. They also offer day forward scanning. Companies considering day forward scanning should review or do research about the benefits of outsourcing back-filing services before tackling the large volume storage areas.
A high quality company's document scanning services will be able to scan black and white, grayscale and color content for any document type; including standard size documents, maps, drawings, manuals, reports, and books. They should have the capability to scan microfilm, microfiche, and aperture cards in black and white and grayscale. It should be possible for sepias, vellums, blueprints or mylars in any condition to be digitized using "batch" or "safe handling" techniques. To meet archival requirements, their conversion service should be able to "write to microfilm" for both large drawing and letter size documents.
A reputable document scanning services company's personnel will have the knowledge base and expertise to scan any category of record from both government and private sector including court records, case files, applications, permits, subdivision / tracts, zoning files, address files, reports, facility drawings, medical charts, AP/AR files, HR records, and project files.
Each back file document scanning service project will be carefully analyzed to determine the best feasible solution. Current storage, document condition, magnitude, and index reliability issues should be examined and reported on a site survey report. A high quality document scanning service company will apply reverse engineering processes to ensure that the final deliverable fits a current DMS or design a DMS using state of the art software and design principles. Database and document analysis procedures should be performed based on this end result principle.
Quality Control of boxes, records, and documents are vital at a reputable document scanning services company. Tracking and ensuring that every page is scanned and associated to proper records is critical to meet today's compliance standards. These companies will be dedicated to this high quality standard and will work with their clients to achieve this goal. State of the art bar code and capture techniques may also be available to minimize level of effort, reduce cost, and increase index reliability.
A high quality company's document scanning services supports all export types for major document management systems, legal software systems and electronic health records.
by: Ron Thompson, Jr.
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