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Toronto Service Bureau

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When it comes to document scanning services and imaging, one might think that it's relatively easy to simply "scan documents." But the activity of actually scanning the documents is only a small aspect of the project. It's the preparation and organization of the files that have proven to be quite challenging for clients. Many questions need to be answered before implementing a document imaging program.

• Are the documents generally in good condition?
• Over time, have contents of the files been duplicated, cross-referenced to other files, combined or interfiled with related folders?
• Should you implement a "Day forwarding imaging" system, when only newly generated documents are converted, or
• A "Back-file scanning" system, when only existing records are scanned and converted to electronic files

Day forward imaging

• The first step in setting up a "Day forward imaging" process is to undertake a comprehensive assessment, evaluating current and future retrieval patterns such as how frequently documents are accessed and used, why they are accessed and how many employees will need access to them.
• For business information that employees will need to access on a regular basis, performing document scanning services and having them available as digital files and accessible on their own individual desktops will improve efficiencies.
• It will enable one, two, five or any number of employees to access the scanned documents simultaneously.
• They will no longer have to retrieve, handle and store hard copies. This type of document scanning service saves time and makes the process more convenient.

Back file scanning

• The retention periods for these records will need to be examined closely. For obsolete documents that are no longer required to meet compliance and no longer need to be accessed by employees, scanning would be a cost-prohibitive option.
• For older records (that are not yet obsolete), retention periods need to be reviewed so the amount of time left in the records' lifecycles, potential compliance requirements and frequency of access can be measured against the cost of scanning them into electronic files.
• Optical and Intelligent Character Recognition (OCR and ICR) services are used to convert images into meaningful data. This is very useful for employees that need access to data that exists in hard copy documents, e.g., dollar amounts, weights, dates, etc.

Crown's Toronto Service Bureau features areas dedicated to paper scanning, document imaging and comprehensive records scanning services. Employees are trained specifically on scanning and imaging processes such as removing staples, paperclips, etc. as well as "standard operating procedures" to manage the integrity of the documents.