Paper document storage is becoming a serious issue with most modern businesses today. The law in the United Kingdom requires us to keep all documentation for several years and we are rapidly running out of space to store it. Even worse when you try to recover an archived document it takes forever to find it. These days delays in finding copy documents may cause problems with your business cash flow as well.

Electronic online Client Access Using Document Scanning

Your Customers are now starting to demand electronic copies of things such as copy invoices, copy delivery tickets and they are starting to prefer access to it over your intranet or even the main internet. Most businesses are realising that they need some sort of online electronic document scanning and retrieval system commonly referred to as 'Online Client Access' business systems.

Online Client access to their information on your system is the way the world is going and you should not be left behind. You have to keep up with your competitors to make sure that you maintain your 'Preferred Supplier' status, because if you don't you can quickly become the un-preferred supplier.

Bring your company into the 21st century. Make sure that your company has a modern business systems toolbox with all the latest tools. Unfortunately a lot of companies out there are still using a wooden chest with hammers and chisels in it for a business systems toolset. Document Scanning is now considered a modern business tool.

Who would produce more and produce it faster? Who would you prefer?

• The man with the shovel or the man with the JCB?
• The carpenter with with the hammer and handsaw or the carpenter with power tools?

Do any of the things listed below relate to your current business situation or just sounds familiar?

• You have no storage space left
• You can't find important documents when you need them
• You are paying for expensive storage costs for your files and hardcopies
• You need to send out printed brochures/manuals/documents to clients yet keep down your postage expense
• You don't know how to dispose of sensitive documentation securely and with certification.
• You need to have a permanent record of all your most important documentation
• Your clients require copy invoices electronically either in email or client access online
• Your clients are demanding signed copy conveyance tickets and will hold up payment until they get them, this one thing alone can cause a serious dent in your cashflow....
• You are still using old fashioned (18th Century) micro fiche systems to store your documents!
• Your clients are demanding proof of your purchasing of sub products in your business (your copy vendor invoices)

Finding Some Answers for document scanning

To get you started I have listed below some document scanning resources on the Internet where you can get some ideas of what's available out there. Use this information to put together a plan. Your top business management will love it when a plan comes together and what's more so will your Customers! You will find it really easy to be able to justify the expense of 'going electronic' Make sure YOU are the preferred supplier! You may also find that you will save money in the long run!

Existing Microfilm, Fiche and Aperture Card, Is this Document Scanning?

You may already be using Microfilm or Micro Fiche for some or all of your long term document storage which will no longer be required with the introduction of document scanning. Imagine being in the position of being able to retrieve any document instantly on your computer system regardless of when it was created and archived. There are scanning companies out there that can scan from your existing microfilm or microfiche and re-produce it all electronically and be able to index for you so you can simply slot it into an electronic storage system.

Physical Paper Document Scanning?

Archiving large quantities of documents which have to be retained despite having finished their active life-cycle is the primary use, by most organisations for physical paper document scanning. There are high capacity systems and experienced organisations out there that can take those cabinets, folders, boxes or even rooms full of paper and convert them quickly and accurately into electronic data and images. Often they can work out some sort of electronic indexing system to suit your data capture requirements as well.

Make sure that any Electronic Document Scanning company can provide an electronic index so that you retrieve your documents quickly.

The electronic scanned data can usually be sent back to you on CD or DVD or even electronically posted into your existing business system via a networked interface. Some Document Scanning Bureau's even offer online storage and retrieval facilities, commonly referred to as Electronic Document Management Systems (EDMS or simply DMS), on their own websites.