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Jul 16

Online Document Storage – A New Way Forward

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Anyone who has ever lost valuable data from a computer crash or virus will tell you – it is very important to keep your important files safe from disaster. This way, the next time you experience a power surge, hardware malfunction, natural disaster or computer theft; document storage will no longer be a concern.

Electronic document storage and backups have changed quite a bit over the years, evolving from the old-fashioned tape method, with a slow pace of recovery, to writable CD-ROMs and DVDs and USB drives. While the USB, or flash drive, can provide easy access and portability, they can also be stolen along with the computer, or become damaged. Also, files stored on USB drives are often more difficult to share or manage remotely.

A better option is electronic document storage; the natural next step in the “backup evolution”. Online document storage allows files to be stored in a safe and secure environment, as well as the benefit of remote access, encryption and document sharing.

Secure document storage usually includes a 128-bit encryption, which occurs locally on your computer, before your files are even sent to the document storage site. The files, which are stored in their encrypted format, are only readable when you access them through an encrypted password. This keeps information and files from falling into the wrong hands. You can also backup all of your computers using one account.

Many document storage services offer a “set it and forget it” automatic backup option, which allows you to schedule the folders and documents to be backed up, and a specific day of the week/month for regular backups.

Collaboration with friends and business partners can sometimes allow documents to become “viral” on the internet, but an online document storage company can help with that too. By allowing you to send an encrypted link to the file that will give them exclusive password access to the file; you can keep others from accessing the file.

Easy upload is another feature to look for in a document storage service. Look for one that allows you to perform a simple “drag and drop” from your Desktop, Windows Explorer menus, or other applications. The easier it is to upload, the more often you will do it, which can only make your data safer and more secure.

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Jul 06

The Evolution of Document Imaging Solutions

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The electronic scanning of paper documents has been available for awhile, but only recently have document scanning companies begun to offer a full range of document imaging services to fully automate the electronic management of scanned documents. These systems can manage a full range of paper documents, photos and prints.

In its earliest form, electronic document storage was managed with only a limited number of file types. These document imaging solutions were designed to capture, store and index image files. Electronic Document Management (EDM) systems evolved to where they could manage any type of format, as long as it could be stored on a network. Applications were then developed that encompassed electronic documents, auditing capabilities, and tools for collaboration.

Today’s EDM and document imaging service options are designed to include higher storage volume, metadata, versioning, data security, as well as much more sophisticated retrieval capabilities.

Some of the Document Imaging Solutions being offered today include:

o Metadata: For each document, metadata is used to catalog and properly identify the document storage information for later retrieval. Extracted text from the scanned document can also be used a metadata component.

o Integration: Many document imaging services are offering new ways to integrate document management into other applications, which allows the user to open the scanned document, make changes, and save it back to the repository, all without leaving an application.

o Capture: Optical character recognition software (OCR) is used to convert digital images into readable, editable text.

o Indexing: By tracking electronic documents’ metadata or word description, indexing allows users to retrieve stored documents by entering a few words pertaining to their contents.

Electronic document storage and retrieval can be a highly sophisticated method of information management, allowing businesses to operate virtually anywhere, with more reliable data availability and security.

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Jun 09

Scanning For Medical Practices

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A surprising and somewhat dismaying fact is that even in 2009, an alarming number of hospitals and private medical practices are mired in antiquated and often (sometimes tragically) dangerous methods of medical record storage: methods that for all intents and purposes are indistinguishable from the medical document storage practices of eighteenth century physicians.

Ironically, many of these same medical practices regularly utilize cutting edge diagnostic and treatment technologies that didn’t even exist last year but somehow that same forward thinking approach to quality healthcare is absent when it comes to tracking their patients’ medical records.

Why?

It is difficult to say. Perhaps some healthcare providers are unaware of the new technologies involved in medical records scanning even though the “new” technologies have existed for years. Or perhaps they are aware that the digital document imaging industry exists but they are unaware of the fact that it is a substantially more secure way to store and maintain medical records. (Some healthcare providers are even under the false impression that paper records are superior to online document storage with regard to physical damage caused by fire, flood, theft, spills, misplacement, and privacy. The truth, however, is quite the opposite).

Other medical practices are concerned about the cost of digitized document storage. But the fact is that the costs involved with paper storage far surpass those of digital storage and document scanning. Perhaps the biggest cost savings involved in making the switch to digitized medical record keeping is directly connected to the time wasted searching for and maintaining paper records in contrast to the simple click of a mouse needed to retrieve digitized records.

Another rationale for some medical practices’ reliance upon paper records is quite similar to the explanation given by the last generation of bookkeepers that wouldn’t (or couldn’t) make the transition from paper balance sheets to computerized accounting programs: they were locked into their old ways of doing things. And now they are retired or otherwise out of a job. Similarly, some doctors are creatures of habit afraid of making the change to digital document imaging just because it is new. But as those same doctors ought to know, indeed change can be difficult but alas, it can be good for you too. Contacting a reliable and helpful document scanning company such as scantronix will aide healthcare professionals in taking the first step toward efficiency and reliability.

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Jun 08

ONLINE STORAGE

Document Scanning Company, Document Storage, Electronic Document Storage, Online Document Storage No Comments »

Captain Kirk got it right: Space indeed is the final frontier.

Now perhaps document storage isn’t quite as glamorous as intergalactic travel, but nevertheless, if you are a business owner or point person in charge of your company’s document storage needs, and you are dealing with (to stay a bit too long on the sci-fi metaphor) “space and time” issues of your own, your final frontier may just turn out to be the world wide web. That is, online storage has become an increasingly more popular answer for companies that are concerned with saving time, space, and most importantly, money.

The advantages of online document storage to businesses of all sizes are many. But the big three are as follows…

One: Accessibility. When your data is scanned and saved online, you literally can have access to it twenty-four hours a day, seven days a week, with the simple click of a mouse. And you can do so from anywhere in the world.

Two: Safety. One nice feature about the Internet; it doesn’t burn down or get destroyed in a flood. It’s there… permanently. Thus, your data is never going to get lost.

Three: Money. When you have your hard data stored either on your own premises or at another storage space, you need to pay for hardware and storing devices. But when you store your data online, the cash you may have spent on the aforementioned budgetary line items can be spent on, well, whatever else you want!

Still, there some risks with online document storage, most notably is the fact that if the online company providing you with the service is less than credible, they could go out of business and/or you data could be at risk of being stolen. So if you do decide to store your data online or through electronic document storage, make sure you choose a document scanning company with a solid track record and existing clients you can call for a reference.

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Jun 02

WHY SCAN?

Document Imaging Solutions, Document Scanning, Online Document Storage 1 Comment »

Sometimes it is not so easy to make a change. Especially with regard to how one runs a business. If a certain method of operation has worked for you throughout the years, regardless of how idiosyncratic, old-fashioned or even archaic it is has been there ought to be a compelling reason (or reasons) to move on to something new.

So why should business offices that have always relied on paper filing make the transition to document scanning?

Well, first of all there is the cost factor. The expenses involved with paper filing and storage are quite high, and quite unnecessary. Also unnecessary is the huge waste of physical space involved in paper-based offices. Many an office employee has had to learn how to navigate through and around stacks and clusters of filing cabinets without either getting lost in them or knocked on their butts by them when turning around a corner. (I speak from bruised experience on the latter front). Furthermore, when filling cabinets, desks and closets that are cluttered with files are replaced by CDs and online document storage the time saved from not constantly searching for various pieces of paper greatly improves personnel efficiency.

Aside from productivity improvements, (and perhaps even more important) document scanning makes professional offices significantly more safe and secure. When paper documents are scanned, stored, and backed up either on disc or in a virtual online capacity, all too common occurrences such as office theft, fires, floods, and the dreaded afternoon coffee spill no longer jeopardize the loss of vital and confidential information.

There are yet even more reasons to choose document scanning over paper filing: it is more eco-friendly, it is quicker and easier to retrieve information for your customers, and pretty soon for many professional offices, the switch to a scanned and digitized environment will be the law. So you might as well start helping yourself now, before you have no choice. Document imaging solutions are here to assist your business to advance to the digital age.

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