The transition from paper to electronic administration is one that has presented office managers with some serious problems. Firstly, older archives are entirely on paper, and were generated before computers were in use. Secondly, the conversion between the two mediums requires that staff devote time to it as a process in itself, in addition to their usual tasks. A bulk document scanning service can solve these issues.
In some cases, the older data can be manually read and captured on the computer system. But where the paperwork itself needs to be retained electronically, specially designed scanning machines are used. These machines raise two issues of their own.
To start with, they take time to use. The pages have to be inserted, and the machine then needs to execute its various processes. It cannot be accelerated. Some machines can process multiple pages in one operation, but they still take time to do this. If management start to estimate the entire time required to scan the archives or other paperwork, the figures start to become scary.
Cost is also a factor. Electronic office equipment is not inexpensive. Basic, essential machines such as printers and Xeroxes are pricey, if they are quality brands. Scanners are the same. Putting the paperwork into electronic format is an exercise which has to include the price of the scanning equipment, something else that management have to deal with.
For these reasons, making use of a bulk scanning service is an option that should be considered. Bulk scanning companies can simply collect the archived material and return it with the electronic backup media, such as DVD ROMs or external hard-drives. Staff of the customer organization do not need to participate any further than that in the exercise.
In terms of special scanning machines, it is the bulk services who have the most up-to-date technology. These machines are far more advanced than ordinary home scanners, and are manufactured to handle thousands of pages as fast as possible. Smaller machines may break down if they are used for this purpose, where as the industrial scanners can tolerate these volumes much better.
Any organization relies on copious paperwork these days, but there are instances where it simply becomes too extensive to have it scanned by the existing staff complement. In many industries, the paperwork needs to be in electronic format, for improved access and safer storage. A bulk scanning service makes this possible through professional scanning at a competitive rate.
In some cases, the older data can be manually read and captured on the computer system. But where the paperwork itself needs to be retained electronically, specially designed scanning machines are used. These machines raise two issues of their own.
To start with, they take time to use. The pages have to be inserted, and the machine then needs to execute its various processes. It cannot be accelerated. Some machines can process multiple pages in one operation, but they still take time to do this. If management start to estimate the entire time required to scan the archives or other paperwork, the figures start to become scary.
Cost is also a factor. Electronic office equipment is not inexpensive. Basic, essential machines such as printers and Xeroxes are pricey, if they are quality brands. Scanners are the same. Putting the paperwork into electronic format is an exercise which has to include the price of the scanning equipment, something else that management have to deal with.
For these reasons, making use of a bulk scanning service is an option that should be considered. Bulk scanning companies can simply collect the archived material and return it with the electronic backup media, such as DVD ROMs or external hard-drives. Staff of the customer organization do not need to participate any further than that in the exercise.
In terms of special scanning machines, it is the bulk services who have the most up-to-date technology. These machines are far more advanced than ordinary home scanners, and are manufactured to handle thousands of pages as fast as possible. Smaller machines may break down if they are used for this purpose, where as the industrial scanners can tolerate these volumes much better.
Any organization relies on copious paperwork these days, but there are instances where it simply becomes too extensive to have it scanned by the existing staff complement. In many industries, the paperwork needs to be in electronic format, for improved access and safer storage. A bulk scanning service makes this possible through professional scanning at a competitive rate.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about go paperless, she recommends you check out Docufree.
