The transition from paper to electronic administration is one that has presented office managers with some serious problems. Firstly, older archives are entirely on paper, and were generated before computers were in use. Secondly, the conversion between the two mediums requires that staff devote time to it as a process in itself, in addition to their usual tasks. A bulk document scanning service can solve these issues.
Some admin systems require that older information is simply captured on the newer computer system. However, where the actual paperwork is scanned onto the hard-drive for storage or processing, specialized scanning equipment is needed. This equipment, in turn, has two associated issues.
Firstly, they are expensive. In the electronic era, no office equipment is cheap, not even common machines like Xeroxes or printers. Scanners are less common, and therefore no cheaper than anything else. The price of the equipment then becomes part of the total cost of the scanning process, something which management need to be able to resolve in the budget.
The equipment takes time to use. Scanning documents or graphics page by page is time consuming. The equipment simply cannot operate faster, and even where the machine is able to process many pages as a set or batch, it still has to run its processes in order to scan them in. The calculation becomes alarming where large amounts of documentation are involved.
For these reasons, making use of a bulk scanning service is an option that should be considered. Bulk scanning companies can simply collect the archived material and return it with the electronic backup media, such as DVD ROMs or external hard-drives. Staff of the customer organization do not need to participate any further than that in the exercise.
The equipment factor does not exist in such arrangements, because the service has the most advanced scanners. These are industrial machines which are designed to handle massive amounts of paperwork in a much shorter time-frame. The less impressive, DIY machines that private purchasers buy cannot match this performance, and will even stop working if they are used in this way.
The amount of paperwork that some modern companies process is simply too large to expect their employees to scan it into the computer system. Also, older archived material needs to be backed up electronically for reasons of safety and access. Making use of a bulk scanning service is the more professional and cost-related option in the modern economy.
Some admin systems require that older information is simply captured on the newer computer system. However, where the actual paperwork is scanned onto the hard-drive for storage or processing, specialized scanning equipment is needed. This equipment, in turn, has two associated issues.
Firstly, they are expensive. In the electronic era, no office equipment is cheap, not even common machines like Xeroxes or printers. Scanners are less common, and therefore no cheaper than anything else. The price of the equipment then becomes part of the total cost of the scanning process, something which management need to be able to resolve in the budget.
The equipment takes time to use. Scanning documents or graphics page by page is time consuming. The equipment simply cannot operate faster, and even where the machine is able to process many pages as a set or batch, it still has to run its processes in order to scan them in. The calculation becomes alarming where large amounts of documentation are involved.
For these reasons, making use of a bulk scanning service is an option that should be considered. Bulk scanning companies can simply collect the archived material and return it with the electronic backup media, such as DVD ROMs or external hard-drives. Staff of the customer organization do not need to participate any further than that in the exercise.
The equipment factor does not exist in such arrangements, because the service has the most advanced scanners. These are industrial machines which are designed to handle massive amounts of paperwork in a much shorter time-frame. The less impressive, DIY machines that private purchasers buy cannot match this performance, and will even stop working if they are used in this way.
The amount of paperwork that some modern companies process is simply too large to expect their employees to scan it into the computer system. Also, older archived material needs to be backed up electronically for reasons of safety and access. Making use of a bulk scanning service is the more professional and cost-related option in the modern economy.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about document scanning services, she recommends you check out www.docufree.com.
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