Accent Imaging’s Copy Print Scan team is available to convert all your office paper into an efficient digital storage solution that will bring you savings, efficiency and peace of mind that your files will be backed up if disaster strikes.
There are many advantages to scanning and storing digital files over traditional paper documents. If you have filing cabinets overflowing with paper documents in hundreds of folders, chances are they are taking up a lot of office space and a lot of your time is spent searching for invoices, sales orders, contracts, and other important documents. By scanning them we can take storage rooms full of documents and store them in a small area on compact media (CD, DVD, USB drive). A single CD can hold up to 15,000 pages, DVD up to 100,000 pages and large capacity hard drive/server storage could potentially mean hundreds of filing cabinets worth of documents.
Having all your documents in a compact digital format, saves search time and can improve customer service, by serving up documents more efficiently. A digital database of documents can be searched through based on keywords and titles almost instantly. Documents can also be OCR’d to provide you with the ability to search for words and phrases inside of a scanned PDF. Also of obvious importance is the communications benefits – scanned documents can be sent to your customers digitally a lot quicker than by mail. Internally, digital documents can be used collaboratively – notes or comments can be added without changing the original document.
Scanning your documents is also a smart backup strategy. Having your documents exclusively in paper format, opens you up to risk of fire and water damage, or other unforeseen disasters. Having these documents in a digital file format provides a level of backup to prevent data loss. Also, it is much easier and less costly to make a backup of your backup from the digital files, than trying to duplicate and backup a bunch of paper documents.
Give yourself peace of mind that you’re important files will be backed up, and also the space saving and time saving benefits of instant file access. The scan team at Accent Imaging can tackle scan projects small to large.