Scan On-Demand: The Records Management Innovation You Need
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Scan On-Demand: Document Scanning Services
In the records management industry, you might think there aren’t too many innovations that happen. How many new, innovative ways could there possibly be for securely storing your documents? From specialized warehouses to cloud-based storage to up-and-coming storage trends, there are lots of document storage innovations. One of these innovations is DocuVault’s scan on-demand, and it’s the records management innovation you didn’t know you needed.
What Are Scanning Services?
Essentially, scanning services convert physical records into a digital format, integrating them into your company programs and platforms is essential. DocuVault will digitize, unitize, and output your digital records in a format that meets your needs. Popular conversion formats include PDF, tiff, png, txt, and HTML.
You won’t have to waste time searching for documents in a storage box or filing cabinet. Instead, you will be able to find what you need faster by keyword. You’ll maximize your time by spending less time searching and more time running your business and addressing your customers’ needs.
If files need to be kept for a long period of time or indefinitely, then scanning could be the solution you need. It’s important to keep in mind that you could need more than one secure storage solution, such as a combination of storing your documents in a storage facility and scanning documents.
What Is Scan On-Demand?
Offered exclusively from DocuVault, scan on-demand gives you the ability to utilize DocuVault’s expert scanning services to convert your paper records into a searchable database through digital imaging. Once your documents are digitized, you will get fast, easy access to the critical information you need.
When you store your documents in our state-of-the-art DocuVault facility, you have the option to add scan on-demand services. What this means is that we only scan the file(s) you request and need at that time, instead of scanning an entire box of files or having to transport multiple boxes of files directly to you.
We developed this service because a lot of our storage clients have boxes that they will not need unless there is a rare request for one of the files within the box. We also discovered that only scanning the file or files you need within a box saves you time and money.
How Will Keywords Help You Find What You Need?
Going page by page to find the document you want is a waste of your time and energy. Scan on-demand uses optical character recognition (OCR) to make it easier for you to find what you need quickly.
Here’s how OCR works. When printed text documents are processed through our optical scanner, the documents are transformed into digital imaging files. These files are organized and easy to search by keyword.
Once your document has OCR applied, you won’t waste time manually looking through a document for a word or phrase. All you will have to do is search the scanned document for the word you want. Additionally, every time that keyword is found, it will be highlighted for you.
Compliance Is Key
From law firms to nonprofit organizations, scan on-demand can be a game-changer. This is especially true if you own, manage, or operate a business that has to remain compliant under certain governing bodies. For example, if you are a healthcare provider and need to switch from paper medical records to electronic medical records (EMR), then scan on-demand can make your paper to EMR switch seamless, stress-free, and successful.
Our DocuVault scan on-demand experts will scan your records and output them as images ready to be imported into your EMR database. In fact, we personalize your scan on-demand files based on your specifications to digitize and unitize your records no matter what field you’re in. You remain compliant. Your customers stay happy. And, you receive the best in records management and customer service.
Additional Benefits of Scan On-Demand
Partnering with a records management company that understands your business’ needs, provides you with personalized document storage solutions, and gives you access to innovative records management puts you ahead of the game. DocuVault’s scan on-demand goes above and beyond typical document storage. Check out these additional scan on-demand benefits:
- Store your documents in the DocuVault records center.
- Access your documents easily when you need them.
- Documents are scanned to our highly secured web portal.
- Affordable monthly cost.
- Schedule shredding with a Certificate of Destruction.
- Any size accounts are welcome.
Local, Personal, and Secure
At DocuVault, we focus on the Delaware Valley and Greater Philadelphia areas. While we can help you stay compliant with national governing organizations, we also value our local community and the businesses in it. We are proud to set ourselves apart from the records management companies that try to handle nationwide accounts without understanding the needs of each local community. At DocuVault, you get local service with a personal touch, expert knowledge, and innovative services.
When you call us, you speak to a real person, right away. If you have a records management problem, we’re on it. Not sure how to securely store your documents? We can help. You receive a consultative service that looks out for your best interest and security as well as the best interest of your customers.
Get your free assessment and quote from DocuVault today.
