Scanning or Document imaging is the conversion of paper documents into electronic images on your computer. Once on your desktop, these documents can be retrieved effortlessly in seconds. Thousands of organizations around the world use document imaging every day instead of paper filing systems. Converting your paper-based records into electronic documents can yield tremendous benefits: reducing physical records storage requirements, streamlining access and distribution of information across your organization, and reducing records management costs.
There are no limits to the types of documents that can be digitized through document scanning. Some commonly scanned documents include:
The whole contents of a 4-drawer filing cabinet, which is equivalent to 125,000 documents or 16 sq ft of office space, can fit on to one CD. When you consider the cost of office space, you will immediately see a return on investment.
There is a considerable variation in the proportion of office space currently taken up by storage of paper documents from 2% to 35% or more. However, the adoption of an electronic-only filing culture would reduce the space needed dramatically. The average space taken up now is 15.3%, and this would be more than halved to an average of 7.4%. If this is directly reflected in office running costs, it represents a saving of nearly 8%.
By scanning your documents, organizations can save thousands of dirhams per year in storage costs; processing costs; and you no longer have to pay employees high salaries to retrieve or refile a document.
Once the documents have been scanned and indexed, GRM can provide images in the popular and widely-supported TIFF and PDF Adobe Acrobat formats, along with all other major image, document management systems, text, and database formats. Users can then simply perform a quick keyword search on the digital image, or browse through an index list to access the relevant data. Once retrieved, pages can be viewed, printed, faxed, and / or emailed, which makes this a very efficient and environmentally friendly solution.
By possessing a digital backup of your documents, you are back in control of your business continuity plan.
When a document is in paper form, only one user can view it in any one location at a time. However, by scanning your paper documents, it enables multiple users to view the same document concurrently. This image can be retrieved simply with a few key strokes and then refiled with even fewer key strokes. This ensures that processes and queries are much more efficient than before.
Once a document has been digitized, the data can be extracted and analysed by a variety of means. Furthermore, all text can be converted to a searchable format and we can provide you with a database, which provides easy and intelligent search ability.
There will be no need to worry about whether your premises are secure enough to store records on-site.
Cutting down on our paper costs would drastically affect the amount of trees that are felled each year. By taking a step towards a paperless office, we can do our part for the environment too.
Looking closer, in an AIIM survey on scanning, we found that:
Backfile Conversion Backfile conversion, also called fileroom conversion, is the process of digitally scanning and indexing a repository of documents—most commonly paper and then storing them in a searchable digital archive
If you have a backlog of paper records that are costly to store and manage, We can help you establish a fast, efficient process and perform bulk conversion of those records to electronic form. Backfile conversion reduces or eliminates on-site physical records storage and makes records easier to search, access and distribute.
Each paper page is scanned into one of many digital file formats (Tiff, PDF, Jpeg, Gif, etc) using high speed scanners with high quality document and image results
Key information captured from each page or document is then converted into an index for digital image access and retrieval using data entry, bar code recognition and OCR processing technologies