Scanning documents is an important operation when you want to manage your files digitally and then destroy the original documents. The ultimate goal of scanning paper documents is to improve information management and manage space and access to electronic documents.
Why scan your documents?
Some choose to scan their documents to solve problems with document storage and free up physical space. In addition, document scanning can also be used to:
- Improve the company's efficiency;
- Optimize costs;
- Save time;
- Secure data with foolproof external archiving;
- Easily search for scanned documents.
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The right questions to ask before scanning documents
First, it is necessary to determine the objectives to be achieved by the scanning of documents. Assess your needs and decide to what extent or context digitization is appropriate or not.
- Would you like to scan all your paper files?
- For what purpose do you do it?
- What are the dimensions and state of conservation of the documents?
- What type of scanning do you want: RGB and/or grayscale?
- What is the scanning resolution (200 dpi, 300 dpi, 400 dpi or 600 dpi)?
- What format will your file end up in (PDF, JPEG or TIFF)?
- On which delivery medium do you expect it?
- Do you want to scan at your office or at our office?
ABCnumérique - the expert in document scanning
ABCnumérique puts all its know-how in place to analyze your workflow in order to prioritize the digitization of documents and derive the best benefits (reduction of delays, simplification of procedures, better sharing of information, etc.).
However, you have a task to accomplish before giving us the mandate: to target the documents to be scanned. To benefit from the best of digital technology, it is essential to determine which documents to scan. For example:
- To simplify settlements in a cost-effective and secure process, scan financial documents, such as supplier invoices;
- To optimize the processing of events of each employee (illness, vacation, holidays ...) scanning documents of human resources.
Our objective is to analyze and understand your current methods and/or ways of doing things in order to propose improvements and suggest new working methods.
In addition, we provide an immediate response in the event of a request during and/or after the completion of the digitization project. For example: do you need a document that is in one of the document boxes to be scanned at our office? No worries, one phone call and it are settled! This document will be scanned and/or sent to you at your request while respecting the deadlines set by you.
How to ensure the legal value of the digital document?
We document all steps of the scanning process in order to be able to demonstrate, if necessary, that the document resulting from the transfer contains the same information as the source document and that its integrity is ensured. Project documentation is an essential element that can be used for legal evidence purposes.
Source : Loi concernant le cadre juridique des technologies de l’information (L.R.Q., chapitre c-1.1)
4 good reasons to do business with us
- Quality at a reasonable price;
- After-sales support;
- Security and confidentiality;
- Service express (urgent).
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A document scanning service on site!
For security and confidentiality requirements, a team can come to your offices to scan your documents.