Vancouver Scanning Group wants to help you make your transition to paperless office operations easier than ever, so we have created a four-part series to help. This is step three, which involves setting up your data management and document management system. Because this is the interface that you will use on a regular basis to keep up with your documents, it is one of the most important parts of the process. Sometimes DMS called as CMS, the Content Management System or ECM – Enterprise Content Management. More or less, it’s still the same concept.
There are many types of document management systems out there today. Some DMS’s are completely free, but that doesn’t always make them the best system to invest in. The features of the system and what you get for your money are far more important than the bottom line cost of the program or system. You have three basic ways to get the document management system that you need: Modern OS, Online or Software.
You can use standard features of modern operating systems such as Windows Vista or Windows 7 as well as Mac OS 10.X. By ordering from the Vancouver Scanning Group, it most likely you will get the files organized in the folders named accordingly or you will be able to streamline your operations by keeping everything organized as you wish. The OS’s standard search capability will give you the option to search for the keywords within the folders and, if files has text, within the documents. In case if documents have been scanned, they might haven’t been converted to searchable format. This is done using OCR – Optical Character Recognition process. You may order your documents to be converted to searchable format after they’re scanned with us. However, if you scan your originals in-house and your scanner doesn’t provide you with the PDF searchable format, then you might need to invest in Acrobat Standard or Acrobat Professional software. Sometimes, OEM disk that comes with your scanner includes one of these.
Ultimately, you can think about online document management systems, such as Google Docs or Google Apps, because they are kept on the internet so that you can find everything no matter where in the world you might be. These work pretty much straight forward: you upload files online (or let us to do it) and then control access to them, if needed. Please note that Google’s free service stops once you reach the online storage limit.
Software is the other option for your data management system. While you can sync some of these programs with the internet or on multiple computers, they are specifically known for being software programs installed in the offline environment. They are still very effective at storing and filing information, but they will not be as accessible and they might be limited in their features. However, some companies do fare well with a software program instead of outsourced online storage, so the call will be yours to make.
No matter which solution you choose, you will easily see the benefits of your document management system and paperless office transition as soon as you set up the system and scan the first batch of documents in. Always be sure to find the solution that fits your business, even when that means a customized solution because quality and efficiency is the priority here.
Document scanning saves time and space. It’s mostly used by businesses, but anyone can use it. As long as you have an excess amount of documents, you can get them scanned. Perhaps you’re a student that needs to keep up with all of his reports for school. Or maybe you’re a small law firm that needs to save space in the office. Perhaps you need to keep family records and other important documents stored in one place. Having your documents scanned can solve all of these problems. It makes them easier to locate, and you can change or move them anytime you see fit.
The documents that need to be scanned are saved onto a compact disk, USB drive or delivered electronically via secured connection. The files can be saved in several different formats. PDF format allows you to save more than one document inside of the file. It also allows to index the documents so that you can search and navigate within the PDF. Also, we can easily convert scanned files into a Word document. This allows you to make the necessary changes and edit it whenever you need to. Your documents can also be saved as TIFF or Jpeg files during document scanning. This will allow you to edit them as images.
Our document scanners are equipped with the Kofax Virtual Rescan (VRS) software. Kofax VRS reduces the time involved in document preparation and enhances the quality of scanned images. Kofax VRS automatically analyzes the content of each scanned document and implements all necessary adjustments. Capturing high-quality images is critical to the rest of the document management process because image quality significantly impacts the success of data extraction, recognition, and retrieval. No other product on the market today is as feature-rich as Kofax VRS.
Document scanning also makes it easier to send your files electronically. You’ll be able to send them over the internet easily. You’ll also have the advantage of printing them out and sending them through the mail whenever you need to. This saves a lot of time. You won’t have to search through boxes, piles or cabinets full of old documents. You’ll be able to pinpoint the document with ease, and send it off to the person waiting for it. Another advantage is that space is saved. You’ll be able to clear out any office or corner to make room for something you really need.
You may be surprised to find documents you haven’t seen in a long time. You may have thought they were lost or destroyed. It is common for documents to get lost, even in filing systems. Finding the right document at the right moment is just another benefit of document scanning. These new electronic files also serve as backups. If you find that you have to keep backups for legal purposes or other reasons, you’ll always have the original copy available to you on disc.