Document Scanning in Ontario - MES Hybrid

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Document Scanning in Ontario

• Why Organizations Undertake Scanning Projects

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Document Scanning in Ontario

• When starting document scanning in Ontario, the
  first question to ask is why youre doing this
  project. Like any other task, you must plan
  properly to get the best results. Scanning is no
  exception. When you determine the reasons for
  scanning your records, you can plot the best
  course for your project.
• Companies realize major benefits from document
  scanning in Ontario. The following represent
  some examples

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Document Scanning in Ontario

• Cost Savings. Saving money comes in many forms
  as a result of document scanning in Ontario.
  First, it allows storage space to be used for
  more productive purposes. Companies dont need
  to purchase file storage cabinets and space nor
  do they have to lease space for storage.
• Also, you may be able to cut down on printing,
  copying and transporting expenses. With paper
  documents, handling can become not only
  labor-intensive, but costly. For example, think
  about what companies spend just on overnight
  shipping, mailing and courier expenses. This
  money could be put to better use.

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Document Scanning in Ontario

• Information Access. With document scanning in
  Ontario, you make digital files available to
  everyone who is authorized to access them. And,
  they get the information immediately. Documents
  can be shared across company departments and
  locations, as well as to external audiences when
  appropriate.
•  
• Easy tracking is another bonus for document
  scanning in Ontario. When files are converted to
  digital formats and stored on the companys
  computer systems, they can be indexed in a way to
  make searching and retrieving efficient.
  Improved document management centralizes
  information, makes it accessible to authorized
  users immediately and wherever they may be
  located, keeps documents from getting lost and
  improves the security of the information when
  being accessed by multiple people.

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Document Scanning in Ontario

• Information Protection. Preserving and
  protecting documents is critical for an
  organizations ongoing function. Document
  scanning in Ontario allows vital company
  information to be available under a variety of
  circumstances.
•  
• For example, part of disaster recovery planning
  is to preserve company information. If you have
  only paper documents, you risk losing the
  information should they be damaged in a disaster.
  However, document scanning in Ontario gives you
  the peace of mind knowing you paper records will
  be backed up safeguarded in digital format.

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Document Scanning in Ontario

• And, if your paper documents are already
  damaged, you can scan them and preserve them for
  future use. Scanning documents in Ontario is
  also important for old records. Before these
  records become further damaged from age, you can
  scan them and maintain a digital image for years
  to come.
•  
• This project is especially crucial for
  historical documents or other sensitive records
  that could be damaged from repeated handling.
  Sophisticated software can even help improve the
  legibility documents that are difficult to read.

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Document Scanning in Ontario

• Transparency and Regulatory Compliance. Given
  paper documents are subject to damage, loss and
  theft, document scanning in Ontario will ensure
  they are available when needed. Availability of
  information creates a more transparent and
  compliant environment.

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Document Scanning in Ontario

• Certain government regulations require
  information be available for audits. Companies
  need to be able to conduct a meaningful paper
  trail to support performance and financial
  claims. Document scanning in Ontario allows
  companies to readily access background
  information to avoid negative consequences like
  fines, penalties and bad PR.

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Document Scanning in Ontario

• Scanning documents provides a wide variety of
  benefits for businesses, institutions and
  government agencies. Rather than a project you
  might eventually get around to doing, document
  scanning has become a requirement for all of the
  reasons stated above and more.

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About the Author

• Kevin D'Arcy is VP of Sales and Marketing for MES
  Hybrid Document Systems, Ontario's leading
  document scanning and document management
  supplier. For more information about Document
  Scanning in Ontario, visit our website.