If you own-run or manage any business, then you will agree that storing and filing official documents is becoming nothing short of a Herculean task. Files and folders are being added to records everyday, whereas the space to store them is limited. If the stuffed dusty racks of documents have started giving you nightmares, it is time for you to call us on 02380 682069.

In this era of paperless offices choosing to go down the route of utlising our document scanning service is a wise choice for you, if you want to store documents in the smallest of spaces, keep them secure and damage proof, and want to access them easily.

How Does a Document Management System Work?

Basically we make digital copies of every document using a variety of scanners depending on the type of document, for example we have document scanners dedicated to scanning business card size up to A3, specialist book scanners for bound books and documents and large format scanners for sizes up to A0. The scanned documents are then indexed so that they can be easily searched for and viewed using Adobe Reader.

The Benefits Of Electronic Document Management System?

There are many advantages that you stand to gain when you choose to opt for document scanning and digital storage. Apart from the most obvious benefit- saving storage space and getting a paperless office, there are certain other advantages too. These are discussed below-

Access From Anywhere- You and you staff are not dependent on coming to the office to access any document. It can be accessed from anywhere by someone who has the authority to do so. Now, imagine the speed at which things will be done, if a team of employees needed to read a certain document, they all can do so at the same time! No more waiting for the file to be passed around or photocopies made! Easy access ensures faster sharing of data, and what's more, scanned documents can be retrieved immediately and even sent to employees located anywhere!

Easy Search and Retrieval Options- In the case of a traditional paper file, no matter how you store it- alphabetically, or by serial number, finding one particular file can still be a time consuming task. However in the case of electronic documents, things are much simpler and convenient! Optical Character Recognition or OCR creates a digital version of a document, when it is scanned. This digital version of the text is stored with the image of the document, in the form of a file that is easily searchable by any employee. In other words, you can search within each multi page pdf for any string of text.

Reduction in Costs - You can save a huge amount of money when it comes to setting up the infrastructure for document storage and filing. You will save money, because you won't need to commit resources to build a storage room, equip it with furniture and filing cabinets etc. Also, you will no longer need to employ a filing clerk, just to manage and log the files, and do other manual tasks. When you will shift to digital documentation, after the initial costs of scanning, future data storage costs will be really low!

Have Better Security For Your Documents- Think about the effort you put in when storing traditional files, keeping them secure in locked cabinets, then further locking the storage room. Now, if you take up the electronic document management route by having your documents scanned and archived securing confidential information is quite simple. All you need is a set of passwords backed by an authentication system, and your electronic documents are encrypted with access controls.

It is time, your office went digital- make the smart choice by calling ProScan today on 02380 682069!