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showing 16 - 30 of 31 post(s)
By: / on: 07-11-2011
Budget cuts across the country are forcing school districts to meet challenges with cost-saving results. That is why more school districts are making the transition to go “paperless” by investing in “document scanning”. A document scanning services company is responsible for converting all paper records into a digital image filing system. It is a worthwhile investment with a quick return that maintains school records and improves efficiency in the districts. School districts are finding themselves in a situation where their volumes of paperwork are getting much more difficult to organize and maintain. Records are cumbersome and not able to be accessed in a timely manner. Therefore, many school districts are deciding to join the “bandwagon” and begin converting their records to digital files. Some districts have already begun the process of outsourcing their documents to a reputable document scanning company to convert their paper files into electronic digital images.
School districts are responsible for keeping and managing an enormous amount of student and faculty records over a period of years which is mandated by the district. The documents they are required to store range from student records and transcripts, district test scores, SAT and ACT scores, and immunization records. When some high schools are retaining a student body that consists of 3200 students, school personnel are quick to realize that this is becoming a time-consuming burden and that is an inefficient for quickly accessing records.
Schools that have already transitioned to a digital document scanning management system have reported inherent benefits that include:
· Decreased storage costs
· Operational efficiency
· Easy accessibility
· Preservation of records
· Document security
· Rapid investment payback
Storing paper records has many disadvantages. First and foremost, it is costly. Jan Howard, an administrative assistant with the Colorado School District went on record to say that “rooms filled with paper are a fire hazard”. Being able to retrieve digital information in seconds by searching a student’s name or school ID number makes sense and serves the school community better.
By: / on: 06-30-2011
There are many companies who are certain their office could benefit from document scanning services, yet they continue to put it off. One reason for this is they are not sure if they have the resources and manpower to complete each step in the process. A comprehensive document management strategy involves a lot more than pure document scanning; in fact, if the project is planned out properly, the scanning process will be the least time-consuming part.
Perhaps your company has considered a “paperless” transition in the past, but you haven’t moved forward with it because of a lack of organizational resources. Some businesses tackle the digital conversion over a long period of time, scanning documents on an as-needed basis, but if you would prefer to do it all at once, it makes sense to outsource the job.
There are some real benefits to having your document conversion done quickly by a professional document scanning company.
If your office uses a lot of paper, the prospect of implementing a document management system may be daunting. That’s where an outsourced document management company can be a great help. They will show you exactly what needs to be done to get started, including the sorting, organizing and prepping of various document types, and bring all of the pieces of your project together into one neat and manageable package.
By: / on: 06-21-2011
If your organization has decided to take the plunge and convert office documents into a digital format, then it may be time to select a document imaging company. While some small businesses may attempt to manage the digital conversion themselves, most paper-heavy offices find that this take too much time away from the daily operations of the business.
Many office managers struggle with deciding who to call on for this service. Some document scanning services specialize in medical, legal and financial companies, while other are considered “generalists”. Depending on the type of business you operate, it may be a good idea to look into a specialist company, especially if privacy and confidentiality issues are regulated in your industry. But most importantly, be sure to work with a company who will tailor the document management process to your business’ needs. They should also be able to give you a clear vision of the structure and cost of your digital conversion.
Trust is a big issue for businesses who handle confidential documents, such as financial agreements, medical records and legal filings. For these documents, you will need to know you are dealing with a reputable, responsive and well-trained staff. Many of these companies will offer to scan sensitive documents on site.
The best document scanning services will efficiently coordinate all the steps of the conversion process and keep you and your top managers in the loop. They will coordinate the pick-up and delivery of your documents, adhere to project deadlines, and review the process with you on an ongoing basis.
Be sure you are dealing with a company that has the experience, background and technical expertise to produce the end result that they promise, as well as testimonials to back up their claims. Ask about the equipment they use and how frequently they invest in new technology.
By: / on: 06-10-2011
For any office, making the transition to a paperless environment is a major commitment of energy and time. While the net result of a paperless office is better productivity and efficiency, it will be necessary for everyone in the office to accept the changes it will require. As a business management consultant, I always recommend a consultation with a document management company to aid in the transition. Whether you need a document scanning service to scan, store and archive your office documents, or you need a full service document management system, it is always easier when you consult with a professional.
One example of an organization that can benefit from going paperless is a medical office. In fact, medical offices were among the first to adopt this technology. However, with so many patients visiting a doctor’s office, some frequently and some every couple of years, it can be hard to determine which charts need to be transitioned to digital. Some offices use the “day forward” approach, which basically means that every document that becomes “active” from the inception of their digital conversion will be scanned and digitized. Some offices prefer the back-file approach, which converts all documents – whether active or inactive. Most document scanning services will recommend the back-file approach.
A document management company can help you decide which course of action is best for your company. In the end, most offices will use a blend of day forward and back-file conversion. This can be achieved by going back one to three years for the initial document scanning, and then all new documents from that day forward. Look for a document scanning service that will offer a few different options of how your company can go paperless. They should be able to show you some examples of how your office documents will look in their new digital format, and understand the best ways to manage them on a digital platform.
By: / on: 05-27-2011
Did you know that employees spend more time looking for office documents than they actually spend reading them? Studies have shown that it takes about $2,000 per year just to maintain the contents of one filing cabinet and keep it organized. With this in mind, many companies have already made the transition to digitized documents. No one wants to be the last company to move away from paper files, but there is still a fair amount of trepidation in the business community about letting go of paper entirely.
One way that many companies have become convinced of the need for document scanning is its long term impact on their efficiency, and in a competitive business environment, efficiency is more important than ever. Not only does the conversion to digital document scanning services save organizations money, it also supports better time management for employees. By allowing staff members to retrieve documents instantly from any computer, everyday tasks are much easier and more convenient to perform. It also allows telecommuters to work faster and more efficiently, thereby generating a better return on investment for the company.
Speaking of ROI, most digital conversions are based entirely on improved productivity within an office environment. As long as these goals are outlined during the initial phases of the conversion process, an organization will greatly increase productivity by “going digital.” I mention this because so many companies try to manage their paperless conversion without any help, which can result in a less than favorable outcome.
The best ROI comes from working with a full-service document management company who can evaluate your goals for the service and develop a system that will improve the productivity of your organization immediately. A smooth transition to document conversion allows organizations to conduct business faster and more effectively, while utilizing fewer human resources.
Before signing on with a document scanning company, take some time to estimate your anticipated ROI for document management by calculating the number of man-hours saved, as well as reduced storage costs. Compare this number to the cost of conversion and maintenance of the system, and you will better understand the potential ROI that will come from digital document management.
By: / on: 05-04-2011
In the competitive business marketplace, businesses struggle with a variety of issues that are crucial to their success. If your company is battling with the “paper tiger” and creating methods of synchronizing office tasks, or giving employees access to the resource documents they need to do their jobs effectively, then it may be time to consider a digital imaging solution. The common term “document management” can refer to a lot of different disciplines, but it all starts out at the same place – “document conversion”. Until you convert your paper documents to electronic digital images, it will become increasingly cumbersome to streamline your office operations. In this competitive marketplace, the only way to maintain credibility is through immediate access to information.
Is your office read for the digital conversion?
Office personnel are expected to make important business decision every day, but in order to do so they need data. By digitizing your office documents, and making that information accessible from any computer, decision-making is much easier. Staff members who work in remote locations may need access to the same customer files and documents as someone who is physically in the office. With online file storage and a networked document scanning management solution makes the everyday work cycle more convenient by providing online access to crucial business information.
Certain industries, such as healthcare, law and financial services companies, have already benefitted from document conversion. The federal government, specifically the Department of Homeland Security, has already made the transition to online document management by implementing various levels of security clearance for access to information.
If the various federal agencies involved in maintaining our national security can coordinate their efforts around a document management solution, then your business can too. Document management can help you streamline your company’s business activities and improve your overall efficiency. A document scanning company can help your business make the transition to digital, and help you develop the internal systems to manage the information within your corporate structure.
By: / on: 04-22-2011
If you’ve been at the hospital or a doctor’s office lately, then you may have already seen the difference that a digital office can make in efficiency and interoffice communications. Instead of carrying around dog-eared paper charts with pages of hand-written notes, many healthcare professionals are carrying tablet PCs around instead. In addition to making notes on your e-chart, they can also see recent blood tests, x-rays and prescription drugs you given.
The next step in the healthcare transition will be to send patient statistics to insurance providers, where they will analyze it to determine the most efficient course of treatment for common illnesses. But health professionals are not the only ones making the digital transition.
Secure online access to scanned documents was the first step toward moving law offices into the 21st century, but now these documents are just one small part of case management databases. The same trends have impacted the banking and insurance industries. Everything from an initial rate quote to final e-signed documents has reduced the amount of face time with clients, while allowing for quick access to plan documents. For financial advisors, this means they can easily conduct business from a virtual office.
Instead of filling out lengthy student applications on paper and mailing them to a college or university, students are completing the necessary paperwork online. Combine this with the increased use of virtual transcripts and online financial aid applications, and the College Admissions Office is suddenly much more efficient.
Everything from human resources departments to transportation companies and government agencies have moved away from paper, relying heavily on internet-based communications with potential employees, clients and constituents. White papers are now published online, and many academic and professional journals are more readily available in PDF form. Online bill payment has become a lot less cumbersome, and people are less concerned about making online transactions.
As more industries move their paper documents into digitally accessible images, it may be time to consult a document scanning company to help your business make the transition. The most efficient way to do this is to look for a document scanning service that can pick up your paper documents, scan them, and store them in a digital document management system.
By: / on: 04-12-2011
Are you thinking about moving your business operations into the 21st century? Over the past 10 to 12 years, a lot has changed in the way that offices are managed. From the rise of electronic medical records to the online storage and management of business documents, it is now possible for most companies to manage their businesses remotely, wherever Internet service is available. In some respects, if you haven’t yet made the transition from paper to digital, you may be in a better position to take advantage of new technologies in document imaging systems.
Even if you already know what your company needs to go digital, choosing a document scanning company can be complicated. Depending on the needs of your business, outsourcing can be done for document scanning alone or for full-scale document management. Some companies also specialize in electronic health records.
No matter which document scanning company you choose, be sure they can meet the following business needs:
1) They should be able to import your scanned documents to a reliable document management software program and show your team how to use it.
2) The team you hire should be aware of any privacy laws that affect your business and have a plan in place to keep your documents safe from prying eyes.
3) Whenever possible, they should be able to use OCR scanning for scanned documents that need to be archived and/or edited.
4) You should be given the option to store your documents online through a secure document storage service or on a secure offsite network.
5) If your business will be scanning confidential documents, such as medical or financial records, the company you hire should be able to archive your documents securely by storing them at an off-site facility.
Most professional document scanning firms now offer a range of options to meet the needs of your business. Whether you choose a single service option or a complete digital transition, the team at Scantronix is ready to help.
By: / on: 03-31-2011
If you walk through the aisles of a computer store, or look at all the document management software available online, it would appear that the transition to a paperless office is easy, but do-it-yourself document management isn’t for everyone. Most small to medium sized businesses need more than a software program or an online document management account; they need a document management “solution”.
What is the difference between document scanning software and a document management solution?
More often than not, a professional document management system relies is web based. This allows employees to access their office files without physically going into the office. Much more secure than a paper document file or network based storage, an online document management system requires passwords to access files. Each employee has “clearance” to access certain file types, and their security level may also determine whether they can edit or add to a file.
The larger the company and the more people who “touch” a given document, the more complex a document management system becomes. The actual scanning of paper documents is just the first step along the way to a paperless office. It is what happens afterward, and how well the system is managed, that will determine its success.
Working with a professional Document scanning company will give your business certain advantages over the do-it-yourself methods:
· Reduce employee “downtime” by taking the scanning project off of their hands · Securely scan and archive paper documents for later retrieval without interrupting daily business activities · Install and customize a document management system, using a variety of tools, and ensure a compliance with federal and state privacy laws · Set up the database and train employees on how to use it
Now that document management systems have reached critical mass in many industries, businesses are looking at all of their options for a digital office. While it is certainly possible to manage the process internally, it may be a lot more cost-effective to work with a team of document management professionals. By: / on: 03-23-2011
Up until recently the primary focus of document scanning and online document management has been to get medical practices and law offices into the 21st century. This was immediately followed by the financial and insurance industries. Now that so many businesses are managing everything digitally, other companies may find it easier to switch to a paperless office.
As the American labor force becomes more accustomed to electronic documents, the use of paper in an office seems a lot more cumbersome. Gone are the days when there was a line at the copy machine and a stack of manila folders on every worker’s desk. Without even trying, today’s worker has gradually changed the way they manage paper documents in an office environment.
It’s hard to say when it happened, but at some point it become redundant to keep a file of paperwork for each client, when there was already an electronic file in existence. It probably happened around the same time that people started “trusting computers” and realizing that their documents wouldn’t be lost in a computer crash. IT professionals have become very adept at maintaining back-up files and ensuring the safety of network drives. In most modern offices, client documents and important files are saved to a network drive instead of existing solely on a workers computer. As a result, the average worker feels a lot more confident maintaining electronic document scanning without the requisite paper file.
This shift has impacted various industries in different ways, but there are very few businesses that still operate in a paper-only model. In the interest of efficiency, it appears that the American business owner is ready to follow the example of medical and legal office and embrace electronic document management solutions.
Getting started with a document management solution for your office may require the help of a document scanning company. These digital imaging professionals are the most effective way to make sure every employee is on the same page with the transition, and they can recommend the right software to securely manage employee document access. In addition to actually document scanning and archiving your paper documents, most document scanning firms offer training for your employees. By: / on: 03-15-2011
This is the year that the federal government has set as the benchmark for all medical facilities to make the transition to electronic health records. In preparation for the next phases of the Healthcare Reform laws, many medical practitioners have already finished the process. But if your office is just starting to look at medical records scanning, it may have paid off to wait.
Solutions for medical record scanning and EHR management software abound. What may have seemed like an insurmountable task a few years ago is much less stressful now. One reason for this is the number of easy to use software programs and inexpensive scanning equipment that is specifically designed for the small medical practice.
Despite the availability of do-it-yourself solutions for doctors’ offices, some physicians have made the decision to outsource. Here are some of the best reasons to outsource your EMR/EHR scanning:
· A small office with only a few full-time employees would require a lot of overtime to successfully transition to electronic medical records · Office employees may find it difficult to learn how to use the new software effectively, which could result in costly errors over time · The process of transitioning to electronic medical record scanning may make it difficult to keep the office organized
Of course there are several reasons why small medical practices decide to do it themselves, one of the biggest ones being the perceived expense of outsourcing. Before making a determination about which way to go, consider the potential costs to the practice of paying employees versus paying a document scanning company. Also consider the costs of organizational downtime and potential errors in using the software.
Even though the cost of hiring a document scanning team may appear more expensive, it will be a lot easier to implement without being a drain on your resources. By: / on: 03-03-2011
As an “institute for higher education”, it is impossible to imagine an admissions office without stacks of paper on every desk, and administrative offices are not far behind on the “paper trail”. But with law offices, dental offices, hospitals and financial services businesses realizing efficiencies by going “paperless”, it seems like higher education is taking a bit longer to make the transition. One reason lag may be the fact that higher education offices are dealing with so many different external parties while also maintaining on-campus activities and all aspects of student life.
Every document scanning project has to start somewhere though, and even an organization as complex as a university can find a way to eliminate mounds of unnecessary paperwork. In a college environment, there are necessary evils, some of which may never be entirely eliminated. These include financial aid forms, tuition bills, transcripts, contracts and order forms. But with so many schools cutting their operating budgets, a document management program can save a university time, money and resources.
For example, just the ability to implement an online tuition payment system will cut down on printing, postage and administrative time. Sending out class schedules online and having students print them at home is another savings. Even the application process has been digitized, and many schools have stopped accepting paper forms.
With so many elements of a school’s administration going digital, it is important to have a back-end system in place to ensure the documents are accessible yet secure. For example, a student’s personal records would have a different security level than their class schedule and syllabi. In the admissions office, their transcript may be viewed by more administrators than their financial aid application, and so on. Implementing a full-scale document scanning management system for higher education institutions may seem like an arduous task, but the end result will be a much leaner and more efficient operation for school administrators, faculty and students.
By: / on: 02-02-2011
As small businesses become more automated, the use of 2D barcodes is becoming a familiar new technology for organizing document scanning. By holding important preset data within the barcode and attaching a 2D barcode into an organization’s documents, it is easy to capture the necessary information that goes along with a document when it is scanned. Where this type of technology works best is in medical and financial organizations, where personal information must be kept confidential and duplication of this data is kept to a minimum.
Basically, a 2D barcode is an image that would mean nothing to the viewer, and appears to be an amorphous blob of dots, but within that pattern, up to 7,089 characters can be stored. When compared to a uni-dimensional barcode, which stores up to 20 characters, this is a vast improvement in barcode technology.
When fast access to important data is needed, or new information updated regularly, 2D barcodes are the simplest and smartest way to communicate that data. These new graphical interfaces are often used along with smart phone cameras to interpret the encoded URL. Once accessed, a smart phone simply connects to the Internet, where they can view the web site that corresponds with the barcode. This new technology has proven particularly useful in mobile marketing, where some barcodes are designed to connect users with messages that would otherwise be too long to send.
As this type of technology expands to the mainstream marketplace, expect to see more 2D barcodes attached to products in stores, where they can be scanned with a smart phone to show additional product information. The news media has already started using these encoded images to link mobile readers with developing coverage on an important story.
In the medical, legal and financial fields, 2D bar-coding is a natural complement to a paperless office, as it allows patient or client information to be encoded in a secure document scanning format and attached to printed forms, medical charts, investment information and contracts.
By: / on: 11-12-2010
It doesn’t take much for an office to become cluttered, especially when the office is accustomed to keeping paper records of everything and holding onto old files for years. It wasn’t until so many offices started to invest in document scanning that office managers realized how much space they were wasting previously. Of course, office space management isn’t the only reason to consider going paperless. It does a whole lot more than eliminate mountains of paperwork. By choosing an experienced document scanning provider, the same papers that once took up space in your office will now become a part of your client database. This may seem like a tedious process, but using the latest document management software it is possible to catalog multiple documents simultaneously, while also making them “searchable” under several different categories. One objection that is common among small business owners is their fear that the data will be lost, or that it will fall into the wrong hands. However, with the right document scanning and storage, it is possible to keep your office files more secure online than they ever were in your office. Multiple back-up files are stored on a secure server that is private, hack-proof and perfectly safe. Safeguards can be added to make your data even more secure and compliant with privacy laws. Instead of paying employees to make copies and file documents, a document management solution will vastly improve their productivity. They will have more time to spend with customers and clients, and because every document is now at their fingertips, they will be able to offer much better customer service. A document scanning and storage solution is the best way to make your business more productive and service-oriented, which will ultimately improve your bottom line.
By: / on: 06-03-2010
While still in the early phases of implementation, healthcare reform is making waves throughout the medical community. Instead of being some distant, futuristic concept, many predicted advances in information technology will now come to pass. Patients, doctors, hospital staff and insurance providers will soon share in a learning process about electronic medical records (EMR scanning), an eagerly awaited IT development. Thanks to advances in document scanning technology, secure web-based technology and mobile Internet access, it will soon be possible to access information about healthcare based on an individual’s unique health history. Imagine shopping for health insurance, finding out about eligibility, and measuring the quality of service using “smart access” that is based on your own electronic health information. Because medical data will soon be recorded much like a personal credit report, it will be possible to learn about health plan access in a way that is designed specifically for your needs. EHRs are often comprised of digital records that got their start as paper charts, x-ray films and blood tests from various healthcare providers, but were integrated into one cohesive record for an individual. While this may seem a bit invasive for patients, remember, it is also designed to make healthcare providers accountable. For example, how could one gather honest statistics about the quality of care available through a particular hospital or doctor if it were not being monitored using real patient data? Rather than only the patient being judged by insurance providers based on health records, the insurance companies and providers will also be judged by the patients. Medical document scanning, EHRs, data mining and statistical analysis will make it possible for patients to review quality-measure reporting before deciding on a specialist or surgeon. In addition to accessible online records, healthcare reform experts the future release of a “smart card” to manage a patient’s health records and insurance. This would cut back on repetitive paperwork and the human error associated with transcribing paperwork.
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