Having endless piles of paperwork can be overwhelming, time-consuming, and lead to errors in your business. With document scan services, you’ll have all your documents neatly organized and accessible in under a few clicks. You won’t have to worry about endlessly searching through stacks of paper for that one document you’re looking for. You also won’t have to worry about misplacing specific files any longer.
At Archive Corporation, we’re a trusted provider of document scan services. We’ve helped many individuals and businesses simplify their document workflows, leading to savings in time and resources. We’ve got you covered if you’re a small business owner, a busy professional, or even someone looking to declutter your personal documents.
Our document scan services are straightforward and convenient. We ensure everything is captured accurately and efficiently and place a high value on confidentiality. You can trust your documents will be handled with the utmost care.
If you’re searching on Google for how to scan a document, click ‘❌’ on that browser and reach out to us. In this article, we’ll go over a step-by-step guide on how to get started with your document scanning needs with Archive Corporation.
Step-by-Step Guide to Getting Started with Archive Corporation’s Document Scanning Services
Getting started with Archive Corporation’s document scan services couldn’t be easier.
1. Assess Your Document Scanning Needs
The first step to getting started with our document scan services is determining your document scanning needs. You may want to ask yourself a few questions, such as:
- What documents do I want to turn into digital format?
- Do I have invoices or contracts that I want to be saved on my computer?
- Do I have too many documents taking up space in my office?
At Archive Corporation, we help businesses all over Florida, in the Tampa area with their document scanning needs. We know that every business is unique, so we make sure to listen and customize each scanning project so it’s tailored to your scenario.
We have a few different scanning options:
Conversion scanning: Conversion scanning is also commonly referred to as ‘mass scanning’. This involves converting all of your paper records into digital files. The end result is easy access and full management of your digital files on your computer.
Go-forward scanning: GO-Forward Scanning, or Point Forward scanning, prioritizes scanning new documents to begin a digital journey for businesses without the burden of old records. While eliminating all paper is difficult, this method efficiently integrates any remaining paper into a comprehensive digital package, benefiting manufacturing shops and maintenance organizations.
Backfile conversion: Backfile Conversion involves scanning and digitizing historical records, which is particularly useful for industries like medical and legal professions that have to retain documents for specific periods (often around 7 years). These businesses aim to go paperless and might only need to convert their old records into the new digital system. We assist in this labor-intensive process, enabling them to efficiently transition to a digital workflow while ensuring compliance with document retention requirements.
Scan-on-demand services: Scan-on-demand services are designed for those who require specific documents to be scanned, rather than converting entire archives. Simply inform us about the documents you need, and we will handle the scanning process for you. This convenient and tailored approach ensures you only digitize the essential files, saving time and resources while still benefiting from the advantages of a digital document management system.
Project imaging: Our project imaging services are perfect for larger scanning projects that involve digitizing significant volumes of documents. We have the expertise and abundant resources needed to handle these tasks efficiently. Whether it’s converting extensive archives, historical records, or large volumes of documentation, our project imaging services guarantee a smooth and seamless transition to a comprehensive digital database.
Specialty scanning services: Our specialty scanning services cater to unique and specialized documents that demand careful digitization. Whether it’s large blueprints or delicate photos, we have the expertise and equipment to handle these specific scanning needs. With our specialized approach, you can trust us to preserve the quality and integrity of your valuable documents during the scanning process.
2. Contact Archive Corporation
After you’ve decided on your document scanning needs, the next step is to contact us at Archive Corporation. We’ll request some details about your documents, including the estimated volume, the type of document scanning format that works best with your goals, and if there are any scanning specifications you require. This will give us a better idea of your requirements and allow us to decide on the best possible solution for your needs.
3. Consultation and Proposal
After you’ve contacted us, our team will guide you through an initial consultation process. During this consultation, we can discuss your document scanning needs in more detail. At Archive Corporation, we take the time to understand your goals and answer any questions you might have. We’ll then provide you with a customized proposal.
The proposal will act as a roadmap for your document scanning project with us. It’ll help to make sure everyone is on the same page, and the process moves as smoothly as possible.
4. Document Preparation and Pickup
We understand the importance of properly preparing your documents for scanning, and we provide clear instructions to make sure that process goes without any issues. After you’re done preparing your documents, we offer the convenience of picking them up and transporting them for you. This saves time and effort on your behalf and will ensure the documents are securely transported to our scanning facility, where the scanning process begins.
5. Professional Document Scanning
At Archive Corporation, we take pride in our expertise and attention to detail. We handle the scanning process with precision and care. With our scanning techniques, you’ll receive clear and readable digital files that you can safely store on your devices.
6. Indexing and Organization
Organized and structured files come with several benefits:
Searchability: Our indexing practices at Archive Corporation ensure that your files are categorized and easily searchable. That means you won’t have to spend hours trying to sift through stacks of paper any longer.
Reduced clutter: With digital files, you no longer need to use your physical space to store files in cabinets or filing boxes. You also don’t have to worry about sorting through stacks of paper anymore. All of your documents will be organized in a digital format.
Collaboration: If your goal of scanning files to a digital format is seamless collaboration, our indexing practices are perfect for you. Organized files ensure everyone can access the files without any delays or confusion.
Version control and document history: Another benefit of indexing into structured files is that it’s easier to maintain version control and keep track of document history.
We offer comprehensive indexing services as part of the document scanning process. Indexing involves organizing your digital files to make them easier to find and access. Rest assured, we preserve your existing system when it comes to indexing. The keywords or metrics you use to organize your files are what we use as indexes.
We understand the concerns some firms might have about potential changes, but we won’t alter them. Whatever is written on the tab is precisely what we’ll use to ensure continuity and seamless document management for your organization. With more organized digital files, it will save you time and effort in trying to retrieve important files you need.
7. Secure Delivery and Document Access
Throughout the scanning process, we prioritize the security of your digital documents. We provide delivery options in your desired format, such as SFTP, uploading to your current cloud, USB, and even disc, when necessary. This means you’ll have seamless access to your documents whenever you need them. You won’t have to worry about a difficult retrieval process or physical storage any longer.
Document Scanning Services Made Simple
Getting started with our efficient document scanning services couldn’t be easier. Our friendly and knowledgeable team ensures you’ll be carefully guided through the process from start to finish. We aim for scanning services that fit your needs and budget. It doesn’t matter if you’re looking to get a small collection of documents scanned, or are focused on a large-scale project; we have the expertise to handle it all.
Don’t let document management be a hassle any longer. Contact Archive Corporation today and simplify your document management process. Our team is ready to assist you and make your document management journey as smooth and hassle-free as it can be.