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How To Take Advantage Of A Bulk Document Scanning Service

By Loris F. Anders


Although the electronic administrative systems in use today have immense advantages, the transition from paper-based older systems has caused a few difficulties for their managers. Staff cannot be relied on to divert man-hours to the process of scanning the old paperwork. Another problem is that the organization's archives may be entirely on paper. A bulk document scanning service offers a professional solution to these obstacles.

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.

To start with, they take time to use. The pages have to be inserted, and the machine then needs to execute its various processes. It cannot be accelerated. Some machines can process multiple pages in one operation, but they still take time to do this. If management start to estimate the entire time required to scan the archives or other paperwork, the figures start to become scary.

Secondly, scanning is not a quick procedure. The machine has to be fed manually, page by page. It cannot be speeded up. Even machines which can take stacks of pages at a time, such as an entire file, still works through its stages of processing. The cumulative time required to scan archived material is therefore daunting, and not an issue which management are always able to accommodate.

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.

Any organization relies on copious paperwork these days, but there are instances where it simply becomes too extensive to have it scanned by the existing staff complement. In many industries, the paperwork needs to be in electronic format, for improved access and safer storage. A bulk scanning service makes this possible through professional scanning at a competitive rate.




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