Document Scanning Services- What Are They For?

Document Scanning is the practice of using equipment like scanners and cameras to take a picture of the information contained on paper or microfilm. If you operate a small business with not a lot of paperwork, a small office scanner should work just fine. On the other hand, if your office has to encounter a great deal of documents that need to be scanned and stored digitally, it is advisable to take the help of a professional document management service provider from Mumbai and other major cities of India.

There are several advantages to converting your paper to digital files through the use of document scanning:

1. Space Savings: There will be incredible space savings once you hire a professional records management solutions from Mumbai or Delhi, not having piles and piles of documents stuffed in file cabinets but just a single external drive or disk that can store a cabinet’s worth of files.

2. Easy Access: Digital files are more easily retrieved and can be shared between computers and distributed among clients and coworkers much more quickly and efficiently.

3. Easy Tracking: Each document can have information attached to it in the form of metadata (like any pertinent information) that will make keeping track of your files much more easier.

4. Highly Secure: Every document when digitized can be stored in an encrypted format so that it does not fall into wrong hands. Even your original paper documents are stored off-site in a secure environment which can only be access by certain employees.

5. Disaster Management: In case of a fire, floods or any other disaster strike, all your files and records are safe either in an online cloud or in an external drive. You do not have to worry about your files getting damaged.

These types of companies are perfect for any type of business that handles sensitive materials such as lawyer’s office, medical offices, and insurance companies. Schools could also benefit from the services provided by a company that specializes in document management.

Why Using Document Scanning Services is a Must?

Storing and managing paper documents and records has become a passé. Almost every company and business has started document scanning to make records digital and accessible online. There are professional document storage system services in Mumbai and other metropolitan cities which offer high quality scanning and indexing services along with cloud management systems.

There many great reasons to go digital some of which are as follows:-

1. Security: With digital documents, the required document can be directly accessed by the true recipient without having to go through a series of people, minimizing the risk of damage to the file or it getting lost.There are several secure document storage providers in Mumbai, the hub of all businesses, who store second copies and encrypt files so that they do not fall in unwanted hands.

2. Disaster Recovery: Scanned documents are usually backed up to a remote server and more than 2 copies are usually generated so that in case of a mishap or a disaster such as flood or fire, the documents can always be recovered and business can go on smoothly.

3. Convenience: Company records can be modified, accessed and uploaded simultaneously by everyone in the office, allowing teams to work together irrespective of their geographic areas. Employees having records at their disposal makes it easier to distribute copies of the records easily.

4. Save Space: The company saves a lot on reduced office space usage as millions of records can be accommodated just on one server.

5. Cost: Going online cuts your storage costs, number of employees needed to maintain it and improves everyone’s productivity.

Document scanning is a more systematic, efficient, cost effective and safer way to store, organize and share your documents and records. Scanning service providers know the value  of being prompt and ensuring superior quality of records. Hence it is of prime importance to go online in this digital age and start keeping and managing records digitally.

Why Should You Use The Electronic Document Management Service?

The electronic document management service involves the process of collecting, recording, and storing the data in the digital form. The data is stored in a secured network where only a few people have access to it. This blog discusses why you should use this kind of system:

Storing

When using the the electronic document management services, it is used to convert the physical characteristics of the documents into a digital format which are then stored on the servers. The advantage of having this process is that storage of digital documents is easier than that of physical documents. The key factor of storing documents is eliminated in this whole process. The digital documentation is stored in a secured storage drive which can be accessed by authorized individuals through the secured network.

Tracking

When the documents are stored, it is stored in a systematic manner in which can be easily traceable. Therefore, if an authorized person wants the access a specific document with features like gender, age then he can just type in the factors for it and the system will give the relevant documents that meet the criteria.

Validation

With this service, there is no questioning the validity of the documents. Before the documents are stored, they are checked and verified. If there are any mistakes or missing data, the system will detect it and will  correct it automatically. Once this is done a notification will be sent to the user. By doing so the system will reduce the factor of human error.

Taking it by a storm there is a revolution in how documents are stored and you can avail these services by taking these parameters into consideration when it comes to document management solutions in mumbai.

Tips for Storing Business Documents

Tips for Storing Business Documents

Modern technology has ensured convenience when it comes to communicating through email, fax, video conferencing, instant messaging and other such electronic media, besides the phone. However, a majority of the communication still takes place in writing, and has to be captured and stored in the form of documents. Audit requirements bind the organizations to maintain records of paper files for an allotted period of time.Storage solutions, outside the office, are often needed as these documents pile up around the office muddling up the cabinets, file cupboards and desks. Here are some tips to help you avoid drowning in your business documents:

1. Identify law abiding documentation: Mandatory Corporate and Legal records, business transactions, accounting records, bank statements and employee records must be stowed separately
2. Uniformity for convenience: Purchasing uniform box sizes will make it easy to stack and save storage space.
3. Front-ending to save time: Storing Important documents, in front, that are indexed, will save your valuable time, resulting in efficient functioning
4. Lighter the better: Do not overfill the box and make it too heavy to carry. Keep them as light as possible
5. Review Journalized document storage: Maintaining a journal and segregating documents centered around it will aid in building an effective review mechanism
6. Label Boxes: Clearly labeled and dated boxes ensure easy retrieval of the required documents
7. Supplement hard work with Technology: From easy traction to managing databases, using technology to store records enhances productivity.
8. Elevate storage using climate controlled storage units: Life of papers is limited thus elevated climate controlled storage units will prevent documents from getting damaged from floods, fire or any other extreme weather conditions

Investing in these is very crucial in keeping your business documents safe. The value of preservation is the realization of dwelling on the past, concentrating on the present for creating a better future.

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Find the Right Document Scanning Service for your Business

The key to choosing the right document scanner for your business involves analyzing your entire business operations and processes, and determining what your desired outcome is. The scope of services varies from vendor to vendor hence it is critical in picking out the ideal business document management companies in Mumbai and other such cities, for your business. While the cost is a major factor in determining whose services you will render, it should not be the only one.

The following considerations are equally important:-

1. Services offered: Usually after document scanning, the indexing of the digital copies and making them text searchable is essential. The service provider should also be able to provide a document management system if need arises.

2. File Organization: Look for a provider who can ensure that your files after getting scanned are professionally organized and usable upon return. And you can easily search, manage and update the documents from your office.

3. Turnaround Time: Your service provider should be able to give a project plan to know what you can expect and when. The plan should cover fixed time schedules, scan quality, encryption options, file size and file storage.

4. Industry Knowledge: The company should be able to show certain references of some past experience in the same field of work so that you know they will understand your needs and will be able to do justice to your requirements.

5. Customer Service: Good customer service can make or break your scanning experience. A company that understands the importance of effective communication will let you know if any problems arise and ask you about how to proceed further. They will give you realistic timelines and keep you updated about how the whole process is shaping up.

Choosing the right record management solutions in Mumbai can be a stressful task because of the abundance of such companies. Knowing what to access and which questions to ask will help you choose the ideal document scanning provider that offers the optimal imaging and conversion solution for your company.

Online Data Storage or Tape Backup - What’s better?

Backing up data is a widely followed norm and has almost become a necessity in industries today. Since the last 60 years Tape has been the widely chosen option for taking backups of high value data. It is relatively cheaper, does not have heating or cooling requirements like disks, can last easily up to 30 years, is portable and data can be encrypted on it. But nowadays, Cloud has started to offer better online backup solutions enabling usage of multiple copies of data at diverse locations and provide advanced search options due to well indexed data.

We can compare the two tools for off site storage of media in the following ways:

1. Cost: For tapes, the cost is usually high for large data volumes with an additional hardware maintenance cost. On the other hand, there is an ongoing monthly operating fee for cloud storage and as your data volumes increase, the per GB cost reduces.

2. Maintenance: Engineers are required to design, manage and maintain tape backup processes and recover data while management of online data backup processes can be simplified to the user level.

3. Data Security: Tapes can be lost, stolen or damaged even in the most protected of environments whereas two copies of your data is stored online in an encrypted format in safe data centres.

4. Reliability: Tapes are usually weakly built and can suffer from reliability issues. With imaging services providers in mumbai and cloud backup services providers in other such cities, data is encrypted and stored in remote servers so there is no risk of files being corrupted or lost in transfer or storage.

5. Ease of Use: Tapes are a more labor intensive form of data backup as the tapes have to be manually configured and is time consuming. With an online backup solution, the backup is taken via an internet connection and it is usually automated hence it automatically goes on in the background.

Cloud archiving provides a framework in which data can be stored and retrieved along with additional features of security and compliance. Today most companies use both tape media backup and online cloud backup, tape for monthly data storage while the online one is used for daily data backup.

Do You Need Off-Site Data Storage?

Offsite Data Protection and Storage also known as Vaulting is a method which involves sending critical data away from the main site as part of a disaster recovery plan. Data is usually shifted with the help of magnetic tape or optical storage. While some companies handle and store their own offsite backups, many choose to have their backups managed by third parties who specialize in professional protection of off site data.

Advantages of off site storage of media are as follows:

1. Peace of Mind: When your data is secured off site then you feel confident about your business withstanding anything that can come its way be it natural disasters or other uncontrollable problems.

2. Ultimate Climate Control: Environmental factors such as heat, humidity, cold or dust can take a toll on your tapes and paper documents over time. To overcome this, you should house your back up in places that can neutralise these conditions.

3. Ease of Access: Record management services in Mumbai and other business friendly cities will, after online documentation, allow for easier and faster access by properly indexing and organizing them.

4. Lower Costs: Outsourcing your media storage is the most cost effective solution to your backup problems. Neither you nor your staff has to go through the ordeal of archiving all the data, saving a lot of man hours.

5. Additional Elbow Room: Clearing your onsite data tapes and other storage media will clear up some very valuable office space.

Sending data offsite ensures systems and servers can be reloaded with the latest data in the event of a disaster, accidental error or system crash. Also it ensures that there is a copy of important data that isn’t stored on site. Disaster-recovery planning helps your business stay in control and is a proactive step that is critical for making your business foolproof and safe.