Among the many major benefits to be gained from document scanning are savings in time, space and money…
But your business could also experience better protection of important/legally required documents; an improved ability to share information (scanned documents can be instantly emailed, printed or even accessed remotely via the internet if required); improved disaster recovery, should the worst happen. Backed up copies of important information allow better business continuity and give multiple user access, creating a more integrated system of total document management.
Scanning increases the accessibility of your records, making them searchable and standardising archived documents with a fully indexed system. Data capture allows data to be extracted, digitised and converted so that information can easily be manipulated, managed or edited.
Plymouth City Council’s Building Control Department needed all of their files to be scanned prior to their move to a new facility. It was an ideal opportunity to free up the space used for paper storage and make their microfiche files more accessible. Building Control regulates the design and construction of buildings, ensuring the minimum standards set out in the Building Regulations are met. They provide pre-application advice on building projects; offer a choice of applications; carry out site inspections to ensure work complies with the regulations; issue stage or conditional approvals to allow works to progress quickly and issue Completion and Fire Safety Completion certificates. They are responsible, too, for advising on and controlling demolition projects and ensuring public safety around dangerous structures.
All of this creates a huge swathe of documentation which needs to be secure, yet accessible with ease.
This new contract triggered the procurement of documentscanning.net’s new microfiche scanner, adding to the existing fiche scanning capability and allowing us to scan around 80,000 microfiche images per day. Documentscanning.net offers every client a service tailored to their requirements and, as with the Building Control Department, we ensure all files are indexed to their specific requirements. It is hoped that, now the scanning process has begun, it will be an ongoing process for the Building Control Department.