Document Scanning in Ontario - MES Hybrid

1. Document Scanning in Ontario Why Organizations Undertake Scanning Projects

2. Document Scanning in Ontario • When starting document scanning in Ontario, the first question to ask is why you’re doing this project. Like any other task, you must plan properly to get the best results. Scanning is no exception. When you determine the reasons for scanning your records, you can plot the best course for your project. • Companies realize major benefits from document scanning in Ontario. The following represent some examples:

3. Document Scanning in Ontario • Cost Savings. Saving money comes in many forms as a result of document scanning in Ontario. First, it allows storage space to be used for more productive purposes. Companies don’t need to purchase file storage cabinets and space; nor do they have to lease space for storage. • Also, you may be able to cut down on printing, copying and transporting expenses. With paper documents, handling can become not only labor-intensive, but costly. For example, think about what companies spend just on overnight shipping, mailing and courier expenses. This money could be put to better use.

4. Document Scanning in Ontario Information Access. With document scanning in Ontario, you make digital files available to everyone who is authorized to access them. And, they get the information immediately. Documents can be shared across company departments and locations, as well as to external audiences when appropriate. Easy tracking is another bonus for document scanning in Ontario. When files are converted to digital formats and stored on the company’s computer systems, they can be indexed in a way to make searching and retrieving efficient. Improved document management centralizes information, makes it accessible to authorized users immediately and wherever they may be located, keeps documents from getting lost and improves the security of the information when being accessed by multiple people.

5. Document Scanning in Ontario Information Protection. Preserving and protecting documents is critical for an organization’s ongoing function. Document scanning in Ontario allows vital company information to be available under a variety of circumstances. For example, part of disaster recovery planning is to preserve company information. If you have only paper documents, you risk losing the information should they be damaged in a disaster. However, document scanning in Ontario gives you the peace of mind knowing you paper records will be backed up safeguarded in digital format.

6. Document Scanning in Ontario And, if your paper documents are already damaged, you can scan them and preserve them for future use. Scanning documents in Ontario is also important for old records. Before these records become further damaged from age, you can scan them and maintain a digital image for years to come. This project is especially crucial for historical documents or other sensitive records that could be damaged from repeated handling. Sophisticated software can even help improve the legibility documents that are difficult to read.

7. Document Scanning in Ontario Transparency and Regulatory Compliance. Given paper documents are subject to damage, loss and theft, document scanning in Ontario will ensure they are available when needed. Availability of information creates a more transparent and compliant environment.

8. Document Scanning in Ontario • Certain government regulations require information be available for audits. Companies need to be able to conduct a meaningful “paper trail” to support performance and financial claims. Document scanning in Ontario allows companies to readily access background information to avoid negative consequences like fines, penalties and bad PR.

9. Document Scanning in Ontario Scanning documents provides a wide variety of benefits for businesses, institutions and government agencies. Rather than a project you might eventually get around to doing, document scanning has become a requirement for all of the reasons stated above and more.

10. About the Author • 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 in Ontario, visit our website.