Paper Files Still Taking Up Space In Your Office?

Scanning and Data Solutions can solve this!

If you still have paper files, then we can either scan them or store them in secure purpose-built Records Management Centres.

Whether you have Medical Records, HR files, Case files, Accountancy Files or Technical Files and Drawings, we can help. We help clients that have 1 box and clients with thousands of boxes.

Our document scanning services offers a tailored solution to convert your files to, for example OCR Text Searchable PDF Files, each file indexed based on your requirements, for example, for HR files: Employee Number, Surname, Firstname, Date of Birth.

Each scanned paper file will typically become one multipage, OCR Text Searchable PDF file.

The scanned data can be delivered to you in a number of ways, Encrypted Media (USB, DVD), via our Cloud Platform, or loaded directly to your Cloud Services, MS Teams, SharePoint for example.

The scanned paper can either be securely shredded, returned to you, or go into secure archive storage in purpose-built Records Management Centres.

The Advantages of Document Scanning to Searchable PDF:

1. Enhanced Accessibility
Searchable PDFs allow users to quickly locate specific information within a document. By using Optical Character Recognition (OCR) technology, text within scanned documents becomes searchable, enabling users to find keywords or phrases instantly.

2. Improved Organization
Digitizing documents into searchable PDFs helps in organizing and categorizing information systematically. Digital files can be easily stored, tagged, and retrieved, reducing the clutter of physical paperwork and making it easier to maintain a well-organized digital library.

3. Space and Cost Efficiency
Converting physical documents to digital format saves physical storage space and reduces the need for filing cabinets and storage rooms. This not only frees up office space but also cuts down on costs associated with physical storage, such as rent, rates and maintenance.

4. Enhanced Security
Digital documents can be encrypted and password-protected, providing an additional layer of security. This ensures that sensitive information is safeguarded against unauthorized access. Additionally, digital backups can be created to prevent data loss due to physical damage or misplacement.

5. Environmental Benefits
Reducing the reliance on paper documents contributes to environmental sustainability. By scanning documents to PDF, organizations can minimize paper usage, thereby reducing their carbon footprint and promoting eco-friendly practices.

6. Ease of Sharing and Collaboration
Searchable PDFs can be easily shared via email or cloud storage, facilitating seamless collaboration among team members. Multiple users can access and work on the same document simultaneously, enhancing teamwork and productivity.

7. Long-Term Preservation
Digital documents are less susceptible to physical deterioration over time. Unlike paper, which can degrade, digital files can be preserved indefinitely with proper backup and storage solutions. This ensures that important information remains intact and accessible for future reference.

8. Integration with Digital Workflows
Searchable PDFs can be integrated into various digital workflows and document management systems. This integration streamlines processes such as data entry, information retrieval, and document processing, making operations more efficient and reducing manual effort.