Unlocking Efficiency: The Power of Scan on Demand in Professional Document Management
In the ever-evolving landscape of document management, businesses are continually seeking innovative solutions to streamline processes and enhance efficiency. One such solution gaining traction is “Scan on Demand” services provided by professional document management companies. In this blog post, we’ll explore what Scan on Demand entails and how it revolutionises the way archived paperwork is retrieved, digitised, and securely managed.
What is Scan on Demand?
Scan on Demand is a document management service that combines the benefits of physical and digital document storage. Instead of proactively digitising entire archives, businesses can opt to have specific documents scanned and digitised on request. This on-demand approach allows for the swift retrieval and digitisation of archived paperwork, catering to immediate needs without the extensive upfront investment of digitising entire collections.
How Does Scan on Demand Work?
When a business or organisation requires access to specific archived documents, they can request a Scan on Demand service from their professional document management provider. The process typically involves the following steps:
Request Submission: The client submits a request specifying the documents they need. This request can be made through a secure online portal or via direct communication with the document management company.
Document Retrieval: The document management company retrieves the requested physical documents from their secure storage facility. This should only be done by trained and vetted personnel to ensure the careful handling of sensitive or fragile materials.
Swift Scanning: The retrieved documents are quickly scanned using high-speed and high-resolution scanners. This step ensures that the digitised copies maintain the clarity and detail of the original documents.
Secure Upload: Upon completion of the scanning process, the digitised documents are securely uploaded to the client’s designated platform. This can be a cloud-based storage solution or a secure server, providing convenient and immediate access to the requested information.
Benefits of Scan on Demand:
Cost Efficiency: Scan on Demand eliminates the need for businesses to invest upfront in large-scale digitisation projects. Instead, costs are incurred only when specific documents need to be digitised, making it a cost-effective solution.
Swift Access: The on-demand nature of this service ensures that businesses can quickly access the information they need without the delays associated with manual retrieval and traditional digitisation methods.
Reduced Storage Costs: By opting for on-demand scanning, businesses can minimise physical storage needs, reducing associated costs and freeing up valuable office space.
Enhanced Security: Professional document management companies prioritise security throughout the Scan on Demand process, from document retrieval to secure upload. This ensures the confidentiality and integrity of the digitised documents.
Customised Solutions: Scan on Demand offers a flexible and customisable solution, allowing businesses to tailor their document management strategy based on specific needs and priorities.
EvaStore customers have long benefited from our Scan on Demand offering. We combine the convenience of digital access to documents, the efficiency of on-demand retrieval and the low cost and high security of archiving physical documentation to offer a ‘hybrid’ solution that unlocks a new level of flexibility and cost-effectiveness in managing their archived paperwork. Our innovative approach empowers organisations to navigate the challenges of document management with precision, security, and efficiency.