Document scanning in Ontario provides a wide variety of benefits for businesses, institutions and government
agencies. Rather than a project you might eventually get around to doing, document scanning has become a
requirement for many reasons. Take a look at this presentation by Kevin D'Arcy, VP of Sales and Marketing for MES
Hybrid Document Systems, Ontario's leading document scanning and document management supplier.
2. • When starting document scanning in Ontario, the
first question to ask is why you’re doing this
project. Like any other task, you must plan
properly to get the best results. Scanning is no
exception. When you determine the reasons for
scanning your records, you can plot the best
course for your project.
• Companies realize major benefits from document
scanning in Ontario. The following represent
some examples:
3. • Cost Savings. Saving money comes in many forms as a
result of document scanning in Ontario. First, it allows
storage space to be used for more productive
purposes. Companies don’t need to purchase file
storage cabinets and space; nor do they have to lease
space for storage.
• Also, you may be able to cut down on printing, copying
and transporting expenses. With paper documents,
handling can become not only labor-intensive, but
costly. For example, think about what companies
spend just on overnight shipping, mailing and courier
expenses. This money could be put to better use.
4. Information Access. With document scanning in Ontario, you make
digital files available to everyone who is authorized to access them.
And, they get the information immediately. Documents can be
shared across company departments and locations, as well as to
external audiences when appropriate.
Easy tracking is another bonus for document scanning in Ontario.
When files are converted to digital formats and stored on the
company’s computer systems, they can be indexed in a way to make
searching and retrieving efficient. Improved document
management centralizes information, makes it accessible to
authorized users immediately and wherever they may be located,
keeps documents from getting lost and improves the security of the
information when being accessed by multiple people.
5. Information Protection. Preserving and protecting
documents is critical for an organization’s ongoing function.
Document scanning in Ontario allows vital company
information to be available under a variety of
circumstances.
For example, part of disaster recovery planning is to
preserve company information. If you have only paper
documents, you risk losing the information should they be
damaged in a disaster. However, document scanning in
Ontario gives you the peace of mind knowing you paper
records will be backed up safeguarded in digital format.
6. And, if your paper documents are already damaged,
you can scan them and preserve them for future use.
Scanning documents in Ontario is also important for
old records. Before these records become further
damaged from age, you can scan them and maintain a
digital image for years to come.
This project is especially crucial for historical
documents or other sensitive records that could be
damaged from repeated handling. Sophisticated
software can even help improve the legibility
documents that are difficult to read.
7. Transparency and Regulatory Compliance.
Given paper documents are subject to
damage, loss and theft, document scanning in
Ontario will ensure they are available when
needed. Availability of information creates a
more transparent and compliant environment.
8. • Certain government regulations require
information be available for audits.
Companies need to be able to conduct a
meaningful “paper trail” to support
performance and financial claims. Document
scanning in Ontario allows companies to
readily access background information to
avoid negative consequences like fines,
penalties and bad PR.
9. Scanning documents provides a wide variety
of benefits for businesses, institutions and
government agencies. Rather than a project
you might eventually get around to doing,
document scanning has become a
requirement for all of the reasons stated
above and more.
10. • Kevin D'Arcy is VP of Sales and Marketing for
MES Hybrid Document Systems, Ontario's
leading document scanning and document
management supplier. For more information
about Document Scanning in Ontario, visit our
website.
