The progression towards a paperless office environment has given rise to some severe challenges for office administrators. They are faced with an archive that has traditionally been completely paper-based, since computers were not used in the past. At the same time, their staff cannot spare productive hours to scan paperwork into the administrative system. These problems can be easily addressed by a bulk document scanning service.
Some computer systems allow for the information contained in the old archives merely to be entered manually, so no scanning is required. But often, the actual documentation needs to be electronically recorded and stored. This is why scanning machines, or scanners, are used. They also cause challenges, though.
The equipment isn’t cheap. Office equipment such as printers and Xerox machines are not new technology any more, but they are not inexpensive. Scanners are no exception. Management then need to factor in the cost of the scanner as part of the conversion process, and this cost is not small. High quality electronic equipment, as a rule, is never cheap.
Secondly, scanning is not a quick procedure. The machine has to be fed manually, page by page. It cannot be speeded up. Even machines which can take stacks of pages at a time, such as an entire file, still works through its stages of processing. The cumulative time required to scan archived material is therefore daunting, and not an issue which management are always able to accommodate.
A professional, dedicated bulk scanning service is therefore of interest to office administrators. They merely need to provide the older documentation, and then wait to receive the electronic copies. They can sometimes even choose the format, such as hard-disk or DVD. All their employees have to do is make sure that the material is ready for collection.
Professional scanning companies have the most specialized equipment. This equipment is of an industrial standard, and is designed to scan thousands of pages in a shorter space of time. The equipment is made to do this, so the wear and tear that smaller machines may suffer is not a risk. Trying to use home scanners for commercial purposes may lead to premature damage or malfunction.
Paperwork is a necessity of modern administration, and yet it is sometimes so voluminous that employees simple cannot manage its sheer scanning load. Then there is also the old material that needs to be made available electronically, so that it is easier to access and safeguard. A bulk scanning service addresses these issues at a market-related rate.
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about cloud document management, she recommends you check out www.docufree.com.