Usually when clients implement an
imaging system, there is a backlog of documents that need to be scanned
and added to the new system. IOT can help determine the best method for
handling these document backlogs. We work with you to determine which documents
to convert and outline a cost effective process for back file conversion.
Convert documents to a digital format
Our scanning and archive services consolidate
your electronic records into a unified and efficient archive that is easily
searched, retrieved, and managed. With a wide range of solutions available,
we have the right format for converting your documents of any type into
digital format, for fast and easy access.
The benefits of document scanning
Here's a quick fact - it takes 16 file
cabinets (64 drawers, standard size) to hold 2.7 million paper documents.
The same number of documents can also be scanned and stored on a single
80 gigabyte hard drive. When using a document scanning or document imaging
system, document storage space and cost savings are just the beginning!
One great feature is the ability to
"Scan to File", which is the scanning a paper document and saving it to
your existing file system. You can scan, name and save documents directly
into your file system from your scanner, copier or mfp device. This is the
optimal solution as you can simply walk up to the device, scan the paper
and save it in one easy process.
You need to scan the paper first
Most newer copiers and mfp's come standard
with an integrated document scanner. We recommend this over a dedicated
scanner, as it provides more overall functionality, is more efficient and
takes up less space in your office than several separate devices.
Connect the scanner to your file system
If your copier or mfp is about 3 years
old, or newer, chances are that it came bundled with Scan to File software
included with the device - so you already have what you need! Most dedicated
scanners also come packaged with scanning software. If your device did not
come with scanning software, or you are not sure if it did or not - we can
help!
A hosted document management solution
provides you with great cost-saving benefits, rapid deployment and 24/7
access from anywhere! Enjoy automated data backup, SSL security encryption
and peace of mind knowing that your scanned documents are safe, secure and
backed up!
Reduce your capital investment
Using hosted solutions eliminates the
need for costly capital investments in document management technologies,
as there are no servers, storage media or other infrastructure to purchase.
Since the storage and retrieval system is web based, there is no need for
the purchase, maintenance or replacement of any hardware.
Expand capacity quickly as needs grow
With a hosted solution you simply scale
up your storage requirements as your needs demand. No monitoring of remaining
space, planning for future upgrades or life cycle management. Just add more
space to your plan!
Security, backup, and disaster recovery
Since the hosted solution is web based
it is a great resource for backup and disaster recovery needs. You an access
your data 24/7, from anywhere - so if something goes wrong with your physical
network you can ensure that your documents are safe, secure and readily
available.
