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Document scanning uses specialist software and high-speed scanners to convert an image of the paper to a digital picture. These images are then stored and ordered in a document storage system. Through the indexed system, users can search through the files quickly and easily.

An outsourced document scanning service company will be able to scan a wide range of your business documents. These documents include:

• Documents such as files, invoices, reports, letters and more
• Books
• Drawings
• Microfiche and microfilm

Other related services which are available and may benefit your business include:

• CAD drawing digitisation
• PDF and OCR conversion
• Data entry/forms capture

If you have smaller volumes of documentation to be scanned, it is possible to do this yourself. You should, however, research thoroughly and take professional advice on the type of scanner that’s best for you.

Document scanning services will bring a wide range of benefits to your business. These include:

• A document scanning company can scan very high volumes of documentation at high speeds. The scanning equipment used is highly sophisticated and it is possible for up to 50,000 pages to be scanned in a day.

• Having paper-based items scanned will free up a significant amount of office space. This has the advantage of making your office a pleasant place to be – it will be less cluttered and more attractive. It’s important that your office space is visually appealing as it will be the first impression which visitors to your premises get of your business.

You’ll also be able to save money on document storage. Consider the amount of space filing cabinets take up. Typically, you are able to condense three filing cabinets full of documentation into one CD ROM.

• Having business documentation scanned protects your business against a disaster which could wipe out your paper files and leave your business in big trouble. Consider what might happen if there was a fire or flood and all your paperwork was lost or damaged beyond salvation.

Most businesses would find it difficult and expensive to deal with this scenario.

• Research suggests that on average, an officer worker can spend almost three-quarters of an hour per day (40 minutes) looking for paperwork. Having your documents scanned will at least half this time outlay as employees will be able to find the information they need at the click of a mouse. These time savings will translate into a more productive workforce and reduced costs.