Document Scanning

Each business has unique needs, influenced by size, industry, and operational requirements. This diversity shapes the need for professional scanning services. Consider a retail chain with multiple locations; it often accumulates a large volume of historical sales records in paper form, needing a robust document scanning strategy. On the other hand, a small consulting firm might have a smaller volume of paperwork, tailored for a more streamlined scanning approach.

Business Documents

Small to medium businesses may not have as many legacy files or printed documents as a larger corporation, but that doesn’t mean hiring professional business document scanning services is unnecessary. Paper documents can quickly stack up for even the smallest business, causing misplaced invoices, mismanaged customer accounts, and wasted time looking for the proper folder in a filing cabinet. Working with a scanning service simplifies the office space of small to medium-sized businesses by providing:

• Digital copies of customer accounts, tax documents, and business-specific documents in PDF files or another format of your choosing
• A document management system that makes finding the correct data simple with quality scans that extract text into multiple pages of digitized files
• Physical storage options to keep businesses in compliance with federal and state legacy document regulations

Instead of wasting time with paper documents, businesses can improve productivity and efficiency by relying on a business document scanning service. Working with a scanning service can also enhance a small to medium business’s office space by removing the need for bulky filing cabinets and digitally upgrading the document management system.

Enterprise Documents

Businesses with multiple locations or large corporations rely on documents to keep the business running smoothly. From busy mailrooms to printers that never quit running, larger organizations need a better way to handle their physical records. A professional scanning services company can change how corporations view files by centralizing filing systems that keep the entire workforce on the same page. Professional scanning providers offer the following services for enterprises:

• Enterprise content management (ECM) systems that consolidate and centralize the organization’s filing system
• Digital mailroom solutions to automate mailroom processes and reduce the need for physical mailrooms
• Digitized and interactive forms that can be updated at will to prevent obsolescence 

Working with a well-equipped scanning service empowers organizations with the tools to improve their business and reduce their environmental impact on the world. Additionally, enterprise document scanning systems allow organizations to increase flexibility and remote work opportunities because their workforce can access files and share scans anywhere.

Large-Format Documents

Businesses in the manufacturing, construction, engineering, and architecture industries have unique difficulties with physical documents. Many blueprints and technical drawings are produced on oversized documents because of the need for more room on the paper to keep measurements to scale. Though these documents are suitable for technical purposes, they can be challenging to work with in the field. To offset this problem, document scanning for construction services can provide the following solutions:

• High-resolution digital copies that retain the scale of the original technical drawing while offering the flexibility to crop and rotate views for detailed analysis
• Easily shareable virtual documents that keep the entire team on the same page
• Physical storage options for original copies of blueprints and large-scale physical drawings to prevent damage

Instead of finding enough space to unroll large blueprint documents and technical drawings, virtual versions allow workers to easily read and use large-format documents on any compatible electronic device. These digital copies keep team members on the same page and reduce the possibility of damaging the original document.

Financial Documents 

Banks, credit unions, and other financial institutions rely on documents for most business transactions. Account applications, loan services, and mortgage contracts are typically handled in person and on paper. Using physical copies risks damage, increases the probability of mishandled information, and restricts mobile client interaction. Financial Document Scanning Services offer solutions for costly, time-consuming paper documents.

• Digitized account applications, loan paperwork, and mortgage contracts that can be virtually reviewed and filled out
• A centralized document management system that makes client file maintenance and information acquisition much easier
• Safe and secure legacy document storage that protects sensitive client information and prevents loss

Utilizing financial document scanning services puts financial institutions in a better position to improve efficiency and overall client happiness. Plus, working with a professional scanning provider, like one of DocCapture's partners, frees up valuable space previously occupied by filing cabinets and increases the security of client documents.

Mortgage Documents

Mortgage application files average around 500 pages apiece, making mortgage providers a perfect candidate for scanning services.When filing for a mortgage, the overwhelming amount of paperwork is an intimidating and time-consuming process. Mortgage document scanning service providers can simplify the mortgage process for both clients and providers by removing paper from the equation. Scanning services offer the following solutions for the mortgage industry:

• Digitized, interactive mortgage documents, including applications and contracts
• Conveniently organized and easily accessible legacy files via an easy-to-use document management system
• Safe and secure storage of physical legacy documents that protects sensitive client information and prevents loss 

When mortgage providers switch from physical to digital documents, they reduce their impact on the world around them, improve efficiency, and increase workplace flexibility. The simple step of working with a professional mortgage document scanning service also makes a more convenient application and closing process possible with digitized and electronically signable documents.

Loan Documents

Relying on paper documents to handle loan applications and contracts is a time-consuming and tedious process. However, most financial institutions and loan providers still use paper for nearly all processes. A dependence on paper runs the risk of incorrectly completed applications, misplaced documents, and increased paper waste. Hiring a scanning service can solve problems caused by paper with the following solutions:

• Virtual and electronically signable business cards, loan applications, and contract forms
• A convenient digital document management system that prevents file loss and misplacement
• Secure storage for physical copies that keeps client information safe

Partnering with a scanning service opens up new possibilities for loan providers. With digital documents, clients can apply and fill out loan forms without being physically present at the loan office. In turn, loan service providers benefit from increased opportunities to reach more clients while reducing paper waste and increasing efficiency with a digital document management system.

HR Documents

Incident forms, benefits information, and other employee files require extensive information and must be handled carefully. When businesses rely on paper to run the human resources department, the risk of leaking sensitive information is high. Misfiled and lost documents can also cause serious problems for HR departments, costing corporations time and money. Working with a scanning service can improve HR departments by providing digital solutions for paper problems.

• Secure digital file storage and a simple-to-use employee database via a virtual document management system
• Convenient digital forms with electronically signable documents that make tax information, benefits packages, and employee records easier to maintain
• Safe and secure physical storage for legacy documents that maintain compliance with state and federal regulations

Partnering with a document scanning service allows human resources to focus more on the human side of their jobs and less on the paperwork that constantly surrounds them. Secure digital files and off-site document storage also remove the risk of personal data leaks and misfiled employee information. A digital human resources department is a more efficient office that can improve the corporate work culture.

Medical Records

Healthcare providers have enough on their plate without constantly printing and updating patient records. Paper patient charts are easily misfiled, and switching patient information is a real possibility when dealing with paper documents. Having the wrong chart when visiting patients can result in severe issues like administering improper medications, performing incorrect procedures, or misdiagnosing patients, which also costs medical facilities time and money. Scanning medical records can help prevent these problems by providing a paperless system for hospitals, private practice doctors, and larger medical organizations. Using scanning services offers the following solutions for paper:

• Digital patient charts that immediately update across the system when new information is added
• A centralized patient database powered by an easy-to-use document management system
• Secure, off-site storage options that eliminate the need for bulky filing cabinets
• Scanning medical records into an EMR to streamline access and security

Scanning providers offer HIPAA-compliant services for healthcare providers and prioritize patient privacy when converting medical documents. Additionally, facilities can avoid mishandling patient files with convenient digital copies that automatically update across the system. This network of files allows medical providers to decrease mistakes and increase patient satisfaction.

Student and Other Education Records

Colleges, private schools, and public school districts must store and maintain student documents for an extended period—sometimes indefinitely. These requirements force educational institutions to spend a large portion of their budget on storing and maintaining student records. The price of paper documents keeps learning establishments from reaching their full potential when educating students. Hiring a scanning service can reduce costs, free up storage space, and help schools perform better by providing the following services:

• High-quality digital documents and images that make student records like transcripts and financial information easier to access and share when necessary
• An easy-to-use digital document management system that prevents file loss and misplacement
• Safe and secure storage for legacy documents that comply with state and federal regulations for student records

Student record scanning services remove the burden of paper files from educational establishments by reducing costs, opening storage space, and increasing document organization. As a result, educators can spend more time focused on the students and less time worrying about keeping student records in order.

Accounts Payable Information 

Tracking paper receipts, customer information, and invoices is challenging for accounts payable departments. Working with physical copies of various documents increases the chance of disorganized and mishandled information. Eventually, an unorganized accounts payable department will hurt a company’s bottom line because of improperly calculated business expenses and invoices. Accounts payable document scanning services help AP departments in the following ways:

• Searchable digital copies of receipts, invoices, and other vital documents—which improves the efficiency of the invoicing process
• Document management solutions that sync with accounting software and simplify invoices with automated processes
• Secure off-site file storage that frees office space and prevents file loss

Scanning services allow accounts payable departments to run smoothly by keeping receipts, client information, and invoices in the same place. Ultimately, switching to a paperless AP department improves business productivity and reduces paper waste by creating virtual invoices and client documents.

Government Records

Using paper documents in government offices decreases efficiency and cuts into the budget, costing taxpayers money. However, forms and documents are necessary to keep local and state governments running correctly. Everything from marriage certificates to recreational permits is generally created in paper form, allowing sensitive information to be lost, misfiled, or destroyed. Large-scale scanning services can provide relief to governments by offering paperless solutions for government documents:

• An easy-to-use centralized document management system that makes it possible for everyone in the government organization to access the files they need
• Searchable archived files and interactive digital forms that reduce the need for future paper use
• Safe and secure transport and long-term filing services that protect sensitive and confidential documents

Government departments can better serve their constituents when they partner with scanning services. Improved file management, reduced paper waste, and the use of digital forms with the option of electronic signatures create opportunities for enhanced government efficiency and productivity. Additionally, governments no longer need to worry about the cost of maintaining physical archives after converting to paperless documents.