Records scanning in Ontario can make a huge difference in how your organization operates. You can increase your efficiency and productivity while cutting operational costs. Take a look at this presentation from Kevin D'Arcy, VP of Sales and Marketing from MES Hybrid Document Systems or visit http://www.mesltd.ca

1. Records Scanning in Ontario
Top Considerations in Vendor
Selection

2. Through records scanning in Ontario,
organizations can convert their paper
documents into digital files. As you can
expect, digital formats provide a wide range of
benefits over physical records. Users
throughout the company can access
documents easily and readily. In addition,
digital files protect information that otherwise
could be lost or damaged in its physical form.

3. Although the advantages of records scanning
in Ontario may seem obvious, you still need to
carefully conduct the vendor selection
process. To ensure you make the right
decision, you should organize your efforts and
develop a formal framework for your vendor
evaluation.

4. Start by Analyzing Your Needs
If you’ve ever purchased anything from a professional salesperson,
you’ll remember him or her taking the time to understand your
situation and the needs their solution must address. Then, they
match an appropriate solution to your requirements. You should
use the same thought process.
First, think about the records you need to scan. How will you use
the scanned information? How many people and how often will the
documents be accessed? The solution you need will differ if, for
example, you want to just store your digital files or have them
integrated within your organization’s document management
system.

5. If your records are going to be regularly accessed, you need
to consider how they will be retrieved. To make retrieval
seamless and fast, documents must be properly indexed
after they’re scanned. The indexing part of the process can
determine whether your records scanning in Ontario is
successful.
Given the importance placed on indexing, you should
consider a vendor with ample experience in both records
scanning and indexing. You may find the vendors’ indexing
capability will have an impact on your final selection
decision.
.

6. Determine the Scope of Your Project
Once you know how records scanning in Ontario will
address your document needs, you should identify your
project parameters. In other words, you need to provide
information to vendors about your project so you can get
appropriate pricing, service and the right final solution.
You should start with your timeline. How fast will you need
the project completed? If your turnaround is tight, you
need to be sure prospective vendors can meet your
deadline.

7. What’s the extent of your conversion project?
In other words, how many documents do you
need converted and how will they need to be
indexed? A well qualified vendor who’s done
ample records scanning in Ontario will help
inventory your documents and provide an
easy conversion process for you from start to
finish.

8. Preparing for Records Scanning in Ontario
A good vendor will have an established process for preparing your
records for scanning. They’ll also perform a test to ensure
information integrity and accuracy during scanning and indexing.
You need to make sure during your evaluation that each vendor
knows how to work with your specific records. The physical
documents must not only be prepared in the proper manner, but
must be returned to you organized and undamaged.
In many respects, document preparation is the most important part
of records scanning in Ontario. It’s better for you and your vendor
to spend the time and effort upfront to properly prepare your
documents for scanning. Otherwise, you risk having issues after the
scanning project is complete.

9. Completing the Project
During your vendor evaluation, you should have considered
the scanning and indexing technologies used by each
vendor. This information should provide you will a comfort
level that you have made the right decision and the project
will be tailored to your specific requirements.
In addition, the vendor’s technology and internal processes
must address quality control issues. For example, you want
to be assured each record will be scanned and nothing is
missed.

10. Another important consideration in selecting the right vendor for
records scanning in Ontario is whether or not they perform the
work in-house. If the vendor outsources any of your project, you
need to know that upfront so you can evaluate this scenario
carefully. In addition, outsourcing increases security risks and the
potential for mistakes. The fewer people handling your important
records, the better.
Records scanning in Ontario can make a huge difference in how
your organization operates. You can increase your efficiency,
productivity while cutting operational costs. Plus, you’ll be
preserving your company’s critical information assets.
.

11. Value comes into play when you’re calculating the various
trade-offs associated with wide format scanners. A lower
priced scanner may be manufactured with lower quality
parts. In this case, your costs you less to buy the scanner.
But, you might end up paying more over time because of
repair and replacement of parts.
When you make your purchase decision for Records
Scanning in Ontario, it boils down to weighing several
factors that are important to you and your application.
When you determine what’s most important, you can then
begin evaluating different vendors and models to get the
right fit.

12. 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 Records Scanning in Ontario, visit
http://www.mesltd.ca/.