While some paper documents need to be stored for several years in order to maintain compliance with state and federal regulations, the majority of active business documents and legacy records can be digitized for better accessibility and to unlock the value of that information. Embracing this approach can help your company remain competitive and better meet the needs of your customers in today’s increasingly “immediate” economy.
At Access, we guide thousands of customers towards a more digital office through customized document scanning and conversion projects. Whether you have a large backfile scanning need as part of a broader digital transformation initiative, or require faster document retrieval through scan-on-demand, our project team can guide you through a process that will help you reach your goals.
We guarantee minimal disruption to your business, enabling users to access documents throughout the conversion project. In addition, our document management software solutions, like CartaHR, when paired with an appropriate day-forward scanning process, can automate your employee document management work flows and improve your HR team’s productivity.
Document scanning and imaging can help you:
Every company is at a different stage of digital maturity. While some companies need help establishing efficient processes for ongoing scanning and imaging needs, others have a large backlog of legacy files and semi-active records that need to be assessed, potentially converted to electronic formats and then either stored offsite or shredded to free up valuable real estate and improve the office environment.
Our high quality scanning and imaging services can handle document conversion projects of every size, from low volume day-forward needs to high volume back-file scanning.
Convert your inactive or archived paper documents, microfilm or mirofiche records and media files into a uniform electronic format.
Day-forward scanning services convert newly created documents to electronic form and integrate them with your existing digital records and workflows.
Documents that are mislabeled, or not labeled at all, can be lost or misplaced during manual filing processes. And, according to a study by PwC, finding those lost documents can cost a company an average of $122 per document, while wasting close to 20% of employees’ time on the search.
Access’ document scanning and data capture services will ensure consistent classification and indexing, without sacrificing user retrievability or security. By integrating document scanning and data capture into our document management solutions, organizations create intuitive central repositories making it fast and easy to find information when it is needed.
Our software solutions can also classify and file your scanned and digital-born documents accurately, without human intervention. In addition, content uploaded to our platform is stored in secure, redundant data centers to ensure business continuity in the event of a disaster.
Historically significant records and media files are susceptible to deterioration from use and natural conditions, such as heat and humidity. To preserve them for future generations, while unlocking the valuable information contained within, we recommend scanning and imaging services as well as conserving the originals in a secure media vault.
Through scanning and imaging, these older legacy records can be shared electronically, reducing the amount of physical handling required. Content may actually become more readable through scanning. In addition, threat of natural disaster and record destruction can be reduced, as the scanned and imaged documents become a secure backup of the original.
Access also provides storage vaults for original records and files. Our secure, climate-controlled storage facilities surpass fire-rating standards and are equipped with dry fire suppression systems.
While documents can be retrieved in physical format, sharing them through copying, faxing, mailing or emailing can be inefficient and insecure. Retrieving and sharing documents digitally can streamline processes, reducing your costs while improving the security of information.
Securely share scanned and digital-born HR images while providing a complete and audit-able chain of custody. Your employee documents are encrypted both at rest and in transit, and you can control whether the imaged documents can be edited, printed or downloaded. IP restrictions, robust password rules and two-factor authentication requirements also protect your business and sensitive information.