In addition to our hard copy archiving services Squirrel also provide the latest in imaging and scanning facilities
enabling us to convert all your hard copy documentation into all compatible electronic formats. We call it electronic document
management.
Squirrels document scanning service is incorporated into our online Filetrak Web document management service. Many
of our existing customers utilise this facility to manage both hard and electronic formatted documents.
For clients not using the Filetrak System, Squirrel can also convert all your documents to digital format and enable
them for retrieval in a variety of ways either direct to your desktop or onto a single compact disk in a database format suitable
for your requirements.
Not only is this document scanning service an alternative to traditional archive storage, it also allows your hard
copies to be kept off-site and enables you to store the same quantity of information on-site in just a fraction of the space.
The Benefits of Scanning
Scanning paper documents and storing them in electronic format has many advantages. Scanned documents are cheaper
to store, more accessible and can be integrated easily into workflow systems. When documents are scanned the quality, legibility
and completeness of each image captured is paramount to an efficient system. Poor quality images may result in the loss of
important information and if used as evidence in court proceedings the issues of legal admissibility, authenticity and evidential
weight of the information may mean that the scanning process itself may be scrutinised. BSI DISC PD0008 is the current British
standard to which organisations should follow for best practice and therefore legal admissibility.
Perceived Benefits are that computer storage is becoming cheaper and that documents can be made available immediately
where as people costs are progressively higher. However there are some other considerations. User expectation is high and processing
paper-based information online can be slow with automatic recognition such as OCR and ICR expediting the conversion process. Scanning
and image-enabled workflows are sometimes not as efficient as they only provide data and not information.
Cost Reduction is one of the main benefits as scanning can really reduce paper-handling costs and reduce accommodation
costs. Less floor space is required for filing cabinets and areas full of paper archives as well as the costs associated with
distribution, loss, retrieval and reproduction. There are also other additional costs such as preparation, sorting, batching,
indexing & capture which are often hidden in other processes and not taken into account for the cost benefits of scanning.
Learn more about our scan on demand services, just
Tell Us What You Want™ To discover more about our document scanning service, contact us now by phone on
0800 3284242 or
email us now.
