Document Scanning and Retrieval Software
Document Scanning and Retrieval Software for business
By incorporating Document Scanning and Retrieval Software to your document management process you can share the relevant data easily and quickly across your team.
With very little modification to your existing systems, document scanning tools will enable you to move more of your physical documents and files offsite and access digital scans of those you need or use frequently.
Scanning tools allow you to:
- Free up office space.
- Easy access to documents you need and securely store the ones you don’t.
- Reduce reliance on paper.
- Increase efficiency and security.
How to set up a document scanning and retrieval software system?
It all begins with your document scanner. Cantec can design and recommend a complete scanning tools system for your business. As with all equipment we supply, your new machine can be bought, rented, or leased, depending on what best suits your business needs.
- We install your scanner and associated software and provide training to your staff on its correct usage and all its capabilities, so your business can get maximum benefit from your new system.
- Documents are scanned and indexed using the Therefore OCR (Optical Character Recognition) electronic information management system. The digital files can be labelled as invoices, sales reports, personnel files, etc., and are stored accordingly, either on your own server or in the cloud.
- Therefore can also automate the workflow process to your new system, so that invoices are automatically sent to your finance department, personnel files are sent to HR, etc.
- The OCR technology means your new digital documents can now be searched and retrieved electronically, by account number, customer name, or any other field
The benefits of scanning with System Tools:
More Office Space
Using prime office space to store business documentation is costly. Scanning your documents frees up office space so it can be used to generate more revenue for your company. Rather than taking up space in bulky file cabinets, thousands of files can be stored on a single server or in the cloud instead.
Easier Access to Files
Sometimes you’re not too sure which document you need to find, but you do know the topic that it covers. When it comes to looking for hardcopy documents, this can create a lengthy delay. But document scanning allows you to store each file with keywords, so you skip all that digging through the archives while the most relevant documents pop up immediately.
Reduce Reliance on Paper
Document scanning isn’t just good for your business; it benefits the environment as well. According to the Paperless Project, the average office worker uses 10,000 sheets of paper every year. That’s a lot of trees! And even if a mere fraction of that paper ends up in the waste stream, it causes harm to the environment. Document scanning greatly reduces your business’ paper consumption for a greener planet.
Increase efficiency and security
All companies look to improve on their cost-efficiencies and are willing to invest in new technologies to make that happen. A printer that saves half a cent per page is a help but hardly comes close to the costs savings associated with the paperless office. Because digital documents can be shared via devices, fewer copies need to be printed resulting in far greater savings. Add to that the huge reduction in paper waste and the environmental value of such a change becomes even more attractive. Protecting hard copy information can be difficult at best. Scanned documents can be encrypted, password-protected, and securely stored in the cloud. Then, you can assign access levels to specific users and track all file activity.
Further benefits include:
Compliance is a reality for most businesses. Firstly, document scanning makes it easier for your company to fulfil its legal and regulatory obligations. And secondly, digital files can be organized, indexed and produced quickly to meet the demands of even the strictest auditor.
Improved Disaster Recovery
Paper documents can be vulnerable to fires, floods and unforeseen accidents. Fortunately, document scanning offers enhanced disaster recovery for your business. Digital images can be backed up off-site or in the cloud.
Enhanced Information Preservation
If you have archived documents, you may want to preserve them for years to come. Unfortunately, the ageing process accelerates every time they’re handled. Document scanning is the “last touch” solution. This lets you protect important information from physical deterioration. It has the added benefit of improving the legibility of old hardcopy records.
No matter how large your company’s existing file repository might be, Cantecs’ Information and Document Management Systems are scalable to handle your needs and deliver solutions to your unique company needs. In order to discuss how we can best serve your needs, simply contact us.
Book Your SmartOffice AP Demo
Say goodbye to lost invoices and VAT reclaims, accounting errors, accounts put on hold and unnecessary over-payments. SmartOffice Accounts Payable provides a structured and streamlined process for handling all incoming invoices.