BUREAU SCANNING SERVICES FOR YOUR BUSINESS
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1 BUREAU SCANNING SERVICES FOR YOUR BUSINESS
2 An introduction to BUREAU SCANNING SERVICES Scanning your documents and converting them into digital files can transform the way you work with them, reduce business costs, and improve efficiency, security and compliance. For a lot of businesses with extensive paper archives, utilising the information they contain can be a time consuming and laborious process. Scanning your documents can transform the way you work with them YourDMS provide fully managed and professional scanning services. Based in Redhill, our dedicated Scanning Bureau is equipped with the latest technology, including Kodak scanners which can scan up to 30,000 pages per day, using advanced image processing for a high quality digital file. We can scan in full colour or black and white. Your digital files can be delivered in any format via our cloud based hosting software for import into your preferred in-house application, or saved to your choice of digital media. We have the knowledge, expertise and care to meet your scanning needs exactly, for your complete peace of mind. Our understanding of what is important comes from our experience with business process and document management. We can scan and digitise most types of document, including: Invoices Archival Records Receipts Quotes Contract Agreements Case Files Medical Records General Correspondence Finance Files Legal Documentation Project Plans HR Records If you have a document that isn t on the list, please get in touch and we can discuss your requirements. Stewart Wright Managing Director YourDMS
3 IS SCANNING THE RIGHT CHOICE FOR YOUR BUSINESS? To decide whether scanning is the right choice for your business, here are some important questions to consider. 1 Are you retrieving documents from an off site storage location? 2 Are you duplicating documents on a regular basis? 3 Are you required to share documents on a regular basis? 4 Can you always find what you are looking for quickly and easily? 5 How would you find a document that had been misfiled? 6 Is your business is legally required to keep files for a specified period of time in line with compliance or record retention regulations? 7 What would happen to your business if any documents were damaged in the event of a theft, fire or flood?
4 THE BENEFITS The benefits of scanning your archive documents include: Accessibility Once a document has been scanned, it is indexed to create searchable content, making it simple for employees to quickly locate, access and share documents in seconds. YourDMS can index your documents to one or multiple fields to suit your requirements. Document Sharing Digital documents can be stored in one central repository where they can be accessed by staff in multiple departments/locations, on multiple devices across the business. Reduce Storage Costs If you are currently storing your archive documents in container storage, a warehouse, or outbuilding, scanning your documents will reduce the cost of your off site storage. Free Up Office Space Scanning your documents allows you to make better use of the space in your office. You will no longer need the filing cabinets, boxes of files and overflowing cupboards that are crowding your workplace. Security & Compliance A paper-based filing system leaves your documents open to being misplaced, lost, stolen, damaged or destroyed. Scanning and digitising your documents provides increased security, and enables you to meet compliance and record retention regulations with ease. Business Continuity In the event of a theft, fire or flood, there is no risk of losing your scanned documents and the business critical information they contain.
5 OUR PROCESS 1 Collection We arrange for your files to be collected and delivered securely to our scanning bureau in Redhill, Surrey. 2 Preparation We remove any additional items e.g. paper clips, staples etc. 3 Scanning Our operatives scan and digitise your files using the latest scanning technology. 4 Quality control All scanned files undergo quality control monitoring to ensure high quality digital files are supplied. 5 Digital storage & Delivery Once files have been scanned, they are saved to your choice of digital storage - Document Management System, Cloud Storage, CD-ROM/DVD*, USB*, HDD*. *Files stored on CD-ROM/DVD, USB and HDD will be delivered to your office. 6 Destruction of paperwork Your paperwork can be returned to you, or destroyed confidentially and securely in the bureau. If you choose to have your paperwork destroyed, a certificate of destruction will be issued. Let s talk... To learn more about how Bureau Scanning services from YourDMS can benefit your business, please contact us on or info@yourdms.net and transform the way you work.
6 OUR CUSTOMERS Just some of the organisations that we ve had the pleasure of working with. Industries include Retail, Manufacturing, Education, Finance, Construction, Housing Associations, Food & Drink, Engineering, Legal and Charity.
7 Let s talk Pure Offices Kembrey Park Swindon Wiltshire SN2 8YZ T: E: info@yourdms.net
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