Document Management for a Paperless Office - Paper Conversion Services - CanoFile Conversion Services - Paperless Office Consultation- Software Solutions for Document Management

WHY SHOULD I SPEND THE MONEY SCANNING MY FILES?

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This is the most commonly asked question. Your paper files and file cabinets have served you well for years. You have a system to find the files you need and a storage area rented to store those files you may never need but don't want to throw away.

The answer is simple. Those paper files are costing you money every day you pay for a storage facility. Those familiar file cabinets are costing you money in office space. And those files that are so easy to find are costing you money in clerical support to find those files and refile them and then find them each time you need a file.

Scanned files allow you to get rid of those off site storage units and store those seldom used files in a safe location, even a safety deposit box for a fraction of the cost of a storage unit.

YOU SAID I COULD SAVE MONEY IN CLERICAL TIME... HOW?

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How many times have you gone to the file cabinet looking for a file only to find that it was mis-filed or taken by someone else and not replaced? How many times have you had to send a clerk to the storeroom looking for a file?

Once your documents have been scanned, they are as accessible as your computer keyboard. Either access the CD ROM with the files you wish to view or load all of your files onto your network for easy access.

HOW MUCH DISK SPACE WILL MY SCANNED FILES REQUIRE?

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This depends on how large the documents being stored are and how much data is on the page. On the average, a 8 1/2" X 11" typed document, scanned at 200 dpi, will consume around 40kB, or about 13,000 documents in the space of one CD. As many as 2,000 engineering size drawings can also be stored on a single CD.

HOW WILL I FIND MY DOCUMENTS ON A CD?

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ScanPoint Document Services offers a wide selection of software including EasyFile which are designed to help you create a file management system that is easy to use and make it easy to find any of your documents at the touch of your keypad.

HOW DO I DESIGN MY DIGITAL FILES?

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ScanPoint Document Services will work with your office staff to design a filing system keeping in mind our current system and the structure of your office. All this is done before your first document is scanned. ScanPoint Document Services will then meet with your office staff after the scanning is completed to minimize any transition time.

ONCE THE ORIGINAL FILES ARE SCANNED, HOW ARE THE NEW FILES MAINTAINED?

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This can be accomplished in two ways. ScanPoint Document Services can pick up and return files on a regularly scheduled basis or you can purchase an economical and reliable high performance desktop scanner to maintain your own files. ScanPoint Document Services will work with you and your office staff to determine the most cost-effective way to go.

I AM BUYING I HIGH SPEED SCANNER, WHY DO I NEED A SCANNING SERVICE?

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Most companies that buy high-speed scanners do so after compiling a large backlog of documents that need to be scanned. ScanPoint Document Services will clean up your backlog and create your digital filing system, your new scanner will maintain those files for years to come.

WHAT ABOUT SECURITY FOR MY FILES?

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ScanPoint Document Services records your files on Recordable Compact Discs referred to as CD-R. This is a non-erasable form of long term storage that cannot be altered or modified. CD-R's are now recognized as a 100 year storage medium.

OUR COMPANY HAS BEEN FILMING OUR FILES FOR YEARS. DO I HAVE TO MAINTAIN TWO SYSTEMS?

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In a word, no. ScanPoint Document Services has the ability to scan and convert your files to easily accessible digital files that can be viewed remotely from any standard webbrowser.

HOW DO I GET STARTED CREATING MY DIGITAL FILING SYSTEM?

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The first step is to call ScanPoint at 866.866.4718 or email us at info@scanpoint.com and let one of our office consultants work with your staff on your filing and archiving needs.

How many documents can fit on one CD?

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Approximately 13,000 letter-sized, black and white pages will fit on a single CD. Color documents and photos can also be scanned to CD, but because they require more memory, fewer will fit. This will let you find your document without leaving your desk. Your files will be at your finger tips. The fact that documents are then on a CD means that you may be able to eliminate all those dusty files and file cabinets and vastly reduce the cost of storage. You can transport millions of electronic documents in your briefcase.
Try that with paper!

What is an electronic document?

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An electronic document is a digital picture of the original paper document. When a piece of paper is run through a scanner it makes an electronic image of the document, similar to a digital camera.

What if new technology should happen five years from now? Will I be able to read my stored files created with EasyFile?

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The format on the CDs are not proprietary likely some other solutions and are stored widely used TIFF and PDF file formats that the electronic industry will be able to convert or use them for the foreseeable future.

What is document imaging and how would it benefit me?

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Document imaging is a process that allows your company to digitally capture, store, and retrieve paper documents from a computer or EasyFiler CD. Digitally formatted information is accessible from all authorized PCs. Moreover, indexed, converted data offers a more effective way of locating pertinent information.

Converting your records improves your company's productivity. Instant information retrieval allows your employees to deliver quicker customer responses and share information internally. Additionally, your company's cost of copying, transporting, and maintaining information is dramatically reduced.

Why document imaging?

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Real paper takes up space, and is hard to search and retrieve in large volumes. But the flexibility and portability of paper are valuable qualities. Paper can store images, graphics, photographs, and text of differing fonts and sizes, organized and formatted, all in one place. Many electronic document storage packages lose this visual information, retaining only plain text. Document imaging keeps an exact scan of every original document online (like a very clear photocopy), in addition to making the information searchable and easily retrieved. That way, when you find the information you need, you can print, fax, or email the entire page it came from, exactly the way it was originally intended. Even in color.

What types of documents are appropriate for digital image conversion?

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Your company can convert any documents used on a regular basis. Some typical documents are financial records, customer-related files, business proposals, signature cards, or computer generated reports.

How can my business benefit from document imaging?

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How much time has your office wasted looking for a lost or misplaced file or waiting until someone else is finished using it? Archiving your company's documents to CD will save your business two of it's most precious commodities; time and money. An Ernst & Young study has revealed that electronic document management can reduce staff time by up to 50%. The same study found that companies can also achieve up to an 80% reduction in document storage space. By decreasing your staff's time spent on redundant tasks such as filing, sorting, copying, etc., your business can move ahead faster on more important projects.

Do you have to be a computer genius to operate the program?

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No. Any person who can operate a PC in a Windows environment will have no trouble quickly accessing the documents they are looking for. Our system is extremely user-friendly and easy to master. ScanPoint provides on-site training and ongoing phone support.

What kinds of businesses are using document imaging?

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Users of document imaging are varied and diverse. CPA firms, law firms, medical offices, Credit Unions, financial planners, shipping co.'s, and banks are but just a few who have seen their productivity and efficiency increase dramatically as a result of document imaging. Any company that generates paper files will benefit from the reduced overhead costs and improved customer service.

How are the document indexes entered?

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The method of indexing is determined through discussions with each of our clients. Various methods include individually keying indexed fields, using double verifying for greater accuracy, using bar codes, cover pages or employing Auto indexing to populate the fields from scanned text from document images.

Is confidentiality an issue?

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Our clients include government entities, medical organizations, financial institutions and public utility companies. Each member of the ScanPoint Document Management Team understands the importance of confidentiality and has entered into a nondisclosure agreement.

What type of network is required? What is the format of images and indexes once finished?

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The software solutions offered by ScanPoint are supported under Linux, Novell and Microsoft NT and Apple.

EasyFile stores images and indexes in a variety of formats dependent on the client's retrieval software. The native format is Group IV multi-page TIFF images or PDF with a Microsoft Access or SQL server database indexing.

What are the benefits of document imaging?

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