28 Feb How Scanning can Drive your Business Forward
“Why waste time scanning my documents when I could use my time more productively?” you ask. Firstly, why should you be scanning your documents yourself? And secondly, because scanning, in the long run, will make you more productive. There are a number of reasons why creating digital copies of your work can lead to a more efficient business production line. Read on to find out why.
Efficient service, efficient you
You’re only as strong as your weakest link they say. While you may be tempted to train temporary help to scan and index your documents or even use valuable staff to do this project, this can waste your time, energy and resources in the long run.
Entrusting this job to trained personnel will help you avoid this pitfall. Indeed, the staff at Rentastore are fast, efficient and trained for the services you need. Scanning and indexing are for people that have the time to work on it every day and the experience to provide an efficient and cost-effective service.
Now that you have digitised, compartmentalised versions of your data you now can easily and quickly have an overview of your company’s knowledge, leading to faster work processes. You see the process does not simply involve creating digital versions of your documents, but they are given a searchable title. Here’s how it works:
Easy and accessible indexing
Our top-notch machines turn your documents into organised and searchable electronic files. Using Optical Character Recognition (OCR), the images of text – be they receipts, plans, manuals, and so on – are converted into machine-encoded text. Not only, but the file is also named, depending on the information in the document. This means it is now searchable and editable. This allows any electronic document to be quickly indexed and conveniently searched.
Extend the life of your documents
Another huge plus to having your documents scanned means that they have been given a new lease of life. While it is of course impossible to scan every paper you own, scanning certain important papers and documents that are needed for a long time can be worth your while as this will prevent them from being damaged over time.
You might worried about opening up your files and documents to other people. Rest assured: we offer planning, organisation and management of the entire digitisation process. We do this using guaranteeing intensive quality management in compliance with data protection regulations.
So how does it work?
We have a clear and refined process, that has been perfected to run smoothly thanks to years of operation. In sum, here is how it works:
- The folders are separated
- The documents are prepared and indexed
- The documents are scanned at our headquarters in Mriehel
- The images are post-processed, placed on CD, cloud or flashdrive
- We apply an extensive range of filters to achieve top quality, regardless of the document type. The scans are often better quality than the original
- The files are now ready for input into your system
What can I have scanned?
Any paper document, really. We can provide electronic scanning solutions for all types of paperwork including:
- Production records
- Purchase and sales invoices
- Delivery notes and manuals
- Plans and drawings
- Personnel and payroll records