Getting the Most from Your Service Provider Relationship

Document ScanningDocument Scanning

• Document scanning is the right service for you if your company deals with mountains of paper work

• Digital information is easier to access, better protected and can be shared throughout organization

• Electronic documents integrate better with company and Internet applications

• Decision to use document scanning services is based on cost

• Typically cheaper to scan documents and store electronically than pay for physical storage space

• Easily eliminate mounds of paper pilling up in valuable office space

What Documents Should Be Scanned?• All forms of paper documents and records• Pictures• Drawings• Magazines• Books• Large format documents

What Does the Service Provider Do?• Scan paper sizes from A0 to A8• Use special software to improve document

image quality• Properly prepares documents for scanning

Tasks involved are: removing binders, lever arch files, staples, paper clips, other fasteners or enclosures

What Does the Service Provider Do?• Properly inspects documents and contents• Converts to the format of your choice: PDF, JPG,

GIF and TIF• Index the documents electronically and check

for quality of digital file• Transfers electronic files into the media you

select such as: file servers, hard drives or DVDs

What Does the Service Provider Do?• Will return original paper document or

destroy them securely• Scanned documents will serve as your

organization’s legal copy

What You Can Expect from Document Scanning• Lower costs associated with paper. These costs

are for managing, storing, transporting and duplication

• Employees within digital environment can locate information easier. They can also print and email documents with a click of the mouse

• Provide better customer service• Integrity and safety of information is improved

Tips for Document Scanning• Put documents in correct order• Clearly label files• Number document boxes and keep list of

contents• Compile list of entire inventory documents• Group similar documents together in same

box

• 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, visit http://www.mesltd.ca/.