The storage of paper files can produce a number of archiving problems. There is the issue of space, as filing cabinets can easily fill up a room or office. Paper can also deteriorate over time and files can get lost if not returned to the same location.
This is where document scanning can help. Modern document scanning equipment can quickly and efficiently make digital copies of files to be safely stored on computers or digital storage devices. Digital file formats can include TIF, JPEG, PDF and many more.
Up to three filing cabinets of information can typically be stored on one CD Rom. The original paper files can then be archived away or disposed of if no longer needed. Scanned documents offer a contemporary storage solution that is easily scalable and extremely efficient.
Modern scanning equipment is highly productive. High speed scanners can deal with over 500,000 pages per day. Scanners can handle black and white or colour originals and a range of document sizes.
The quality of the scan produced is excellent. Data capture and image enhancement software ensures top quality images from sometimes poor originals. Documents that can be scanned include invoices, project files, correspondence, books, magazines and purchase orders.
Document scanning can be carried out at relatively low-cost. By storing documents digitally, organisations can save thousands of pounds per year on document storage space. Manual hours spent searching for documents in filing cabinets can also be eliminated.
Digital files can be easily backed up and stored at another location, where as paper documents are unlikely to be. If these documents are damaged in any way, say by water or light, they cannot be replaced as easily as digital files.
Document scanning solutions can be supplied by external companies with the minimum of fuss. These data capture experts collect documents to be scanned and either return them if required or securely shred them after scanning.
The scanning equipment used by such outsourced document management services can handle high volumes of documents from large archives. Hundreds of thousands of pages can be scanned per day, meaning an organisation can have all of its files digitized in a short space of time.
These data scanning companies typically have quality assurances in place to ensure their clients are guaranteed an effective and secure service. Risk assessment and stringent controls are implemented to ensure files are protected and quality maintained.
So document scanning can provide an effective, space-saving, low-cost storage solution for digitally filing and archiving important documents.
In addition to the physical storage options that DataSpace provide the company has heavily invested in technology to give the clients choice when considering the scanning of documents
DataSpace’s document Scanning services offer clients’ a range of flexible, modular solutions employing the latest technology from our partners including Canon, ThereFore Electronic Document Management systems.
Scanning of small or large format paper documents
Scan in PDF JPEG or TIFF formats
Scanning of Micro Fiche or Film
Secure Online access of documents
Scanning to portable media
Upload of documents into Client Document management systems
DataSpace scanning of documents is compliant with the BSI DISC Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically (BIP 0008:2004).
Online documents are held within DataSpace’s own certified DataCentre. The facility is compliant to BS27001. The data centre was designed with a blank sheet and all servers are virtualised, replication of the data is ensured by SAN to SAN technology and DataSpace have also commissioned both on and offsite Disaster Recovery centres ensuring that all data is both secure safe and compliant for when the client needs further access.
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