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From an organization’s perspective, electronic document management systems are the key to eliminating paper clutter improving efficiency. Proper storage, retrieval and archiving of electronic and scanned paper records or files are important for all types of businesses, irrespective of size.
Document Conversion Process
Managing conversion in-house is not a practical solution when there are large volumes of documents. The process can be quite complex as the documents have to be scanned, organized, indexed, catalogued and archived for easy retrieval. Professional outsourcing companies offer document conversion services to help businesses streamline their workflow. Outsourcing document conversion involves the following steps:
The hard copies of the documents are electronically inventoried
They are securely sent to the service provider facility
Document preparation and barcode Insertion
Document scanning and imaging
Checks - 100% image quality review and image quality assurance
Document indexing via manual data entry including data aggregation and data mining
Manual data verification, where index data is compared to digital images within documents
PDF/TIFF conversion and OCR
Third and final level of quality assurance by management staff
Images and data transformed to desired format. Content provided in any format such as TIFF, PDF, JPEG, and XLS and formatted for any type of document management system
Shredding of the scanned documents or return of the documents to the client
Document management can be crucial for industries such as energy, where companies need to manage records for day to day functioning, strategic planning and compliance with industry regulations. Services specifically provided for the energy sector would include
Core Photo Processing
Data extraction
Document scanning of maps and plots
Document imaging and line file scanning
Kay punching
Digitalization of map contour and well log
Electronic data backup and recovery services
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Benefits of Professional Document Management Solutions
A professional document conversion company can provide businesses with instant access to digital data for many benefits in day-to-day as well as strategic activities:
Saves time: Document management ensures systematic arrangement of documents in folders, tags and document types. Quick and advanced search features helps to locate the file faster.
Improves efficiency: Digitalizing documents allows multiple users to access same information, which results in work getting done faster. Document scanning allows easy conversion of paper documents to digital format, which helps in simultaneous data access and quick transfer.
Saves costs: It reduces the overall cost involved in traditional filing system. Cost incurred for paper, ink, file folders, filing cabinets, filing staff, and other requirements in a paper based system can be reduced considerably.
Document security: Professional document management systems allow businesses to keep their data secure with password-protected access and other confidentiality measures.
Managing challenges such as logistics, volume, accessibility, security, and human resources is much easier when you partner with a professional document conversion company. Professional service providers have the capability to provide quality services in custom turnaround time and at affordable rates.