Digitize Your Office Data to Increase Efficiency

In order to make offices more efficient and reduce the reliability of work processes on paper files, more and more organizations are opting for digitization of office data. The digitized data is stored in the hard drives of the computer systems. It is very compact. It also frees up the much needed space on the premises that can be put to a better use. Also, it is a very cumbersome task to maintain the paper files and records. The organization spends a lot of money and work hours on it. So, digitization of data offers a viable solution to the problem. The whole process of converting physical archives into digital data is done through the document management process.

It involves the usage of highly expensive and specialized equipment. These machines are required to be used only once in the entire process. So, instead of spending on these machines, it is a better option for the organization to contract out the service.

The process is carried out in three steps. The first step is the collection of the data to be digitized. All of the paper documents are handed over to the service provider. Either the process is carried out on the premises, called as the onsite service; or it can be done at the office of the service provider. This is called as the off-site service. In the on-site service, the service provider set up their scanners and staff and other equipment at the company’s premises and the work progresses from there on. In the off-site service, the service provider arranges to pick up the heaps of paper documents at minimal charges or completely free. They are brought to the service provider’s office and the document management work is done there under the safe and secure environment.

In the next step, the paper documents are then prepared to be scanned. The pins and clips are taken out and the corners unfolded. The documents are scanned on state of the art machines that support scanning of more than a hundred thousand pages per day. Yes, that’s how fast the process works!! This makes sure that the relevant data and documents are available in a high quality and future proof medium. The obsolete and redundant data can be easily discarded.

One important aspect of the scanning process that really affects its quality is the type of document scanning software used. The best service providers use software from the leading information capture vendor for outstanding image quality.

The process is carried out off site by the highly trained professionals under audited and secure environment to ensure there is no missing document, any time track of the completed work, and a page count. Another added benefit is the fact that the scanned documents can be converted into a variety of formats like PDF, JPEG, GIF, TIFF etc. The converted data is saved in the format as required by the company. It is, then, handed over to the company.

In the final step of the process, the now- useless paper documents are either handed back to the company or they are destroyed, whichever option is chosen by the company. This is done with the help of shredding machines.

So, the document management process offers great opportunities to the organizations to reduce overhead costs and make the work processes more automated and efficient.

I27 total it solutions provide tools that allow you to capture, route, store, manage and analyze your documents in a very secure way.