Intelligently making the physical, digital
Digitising handwritten and printed information helps to make text indexable and searchable.
Scanning your documents can make them digitally available in seconds, but digitisation technology can take this one step further.
This allows you to properly archive and share even handwritten notes.
What can document digitisation do for your data?
- Efficient – Retrieving digital files saves time and is less prone to human error. Digital documents can be easily accessed, from anywhere, allowing employees to do more important things than managing tedious physical archives.
- Flexibility – Companies can discover opportunities from evaluated insights using digital data, allowing them to stay ahead of the competition.
- Security – Scanning documents create a safe repository of data, preventing important information from the risks of loss, theft and environmental degradation.
- Preservation – More convenient than making a copy, an electronic record creates a master variant, from which any number of further copies can be produced, both in electronic and printed form.
- Communication – Digitised information is easier to share, formatted in standard file types for immediate transfer to both clients and employees.
- Searchable – Improvements in the accuracy of software to recognise text, handwriting and form fields have revolutionised records management. Making it possible to dig ever deeper into previously inaccessible information.
TYPE OF SCANNING SERVICES THAT CROWN CAN OFFER
Crown Records Management understands every business is unique, that is why we offer highly customisable scanning services that will meet your needs.
We specialise in:
- Bulk scanning
- OCR and ICR scanning
- Large format scanning, for any size of document up to A0
Our goal is to ensure a smooth and secure transition from paper documents to electronic files and build a digital document management backbone for your organisation.
OUR DOCUMENTS SCANNING SERVICE PROCESS FLOW
At Crown Records Management India, document scanning typically involves the following 8 steps:
- Document requirement study – Examine paper documents condition and determine the appropriate input method.
- Scanning – Turning paper documents such as customer forms and physical mail, into digital images.
- Character Recognition (OCR/ICR) – Using OCR & ICR technology to detect characters on paper documents and convert the output of the scanner into digitally stored text.
- Data Extraction – Retrieve relevant pieces of information from the output.
- Interpretation – The digital information will be categorised and indexed effectively.
- Exception Handling – Detect errors and validate uncommon scenarios and provide alternative methods for proper handling.
- Quality Assurance – Inspect extracted and categorised data for accuracy.
- Data Utilisation – Integration of data into relevant categories, automate internal workflows, or to be securely stored.
Collection, Capture and Conversion
Flexibility is crucial in the digital environment.
We build the process around your company’s needs to ensure the best workflow and maximum compliance.
Images are produced in a wide range of formats to suit your needs and are delivered using a multitude of options, from removable storage units to SFTP, or they can even be hosted on the web.
Digital character recognition (OCR and ICR) allows for fast processing.
We are able to use machine learning to identify document types and to recognise images in order to efficiently direct the data to the right parts of the system and to key individuals, for further processing.
The Next Steps
Engaging with a reputable and trusted document scanning company is crucial at this stage. Document scanning is one of the initial stages of an organizations journey to digitised information management. The journey begins with the scanning, capture, and importing of a company’s content, such as invoices, job applications, and contracts into a secure digital repository.
Crown’s information management capabilities enable companies to digitally store any business-critical document. This enables users to view or make edits (based on access rights), check how data has been categorised (metadata) and organise documents within folders.
Once an organisation’s records have been securely stored, users can quickly find any documents based on full text search, specific words, dates, and users. The next stage on the journey is to automate and speed up certain tasks along a workflow by digitising some key business processes. For example, recruiting and onboarding new employees, or the accounts payable process.
Our enterprise content management capabilities enable greater compliance by restricting access to folders, monitoring system logins and outs, as well as keeping full audit trails on document creation.
FREQUENTLY ASKED QUESTIONS
How does document scanning work in content management?
Document scanning is a crucial part of content management. It involves using a scanner to convert paper documents into digital files. These are then organised and stored in a digital file system, which is often streamlined and made accessible for easy user navigation. This is a key stage in the digital transformation of an organisation’s document storage.
Can the document scanning solution be tailored to my business needs?
How often should our company conduct document scanning?
How can document scanning enhance content management?
Is the content safe while being scanned and stored digitally?
What if I have too many documents to scan?
What is the contact process if I want to get my documents scanned?
Do I still need my paper documents after scanning?
What are the benefits of document scanning for my business?
Employee productivity tracking and management (Genio)
Our Genio Smart ID uses Real Time Location Systems (RTLS) to aid tracking employee productivity.
What information can you not live without? Secure vaults provide the highest levels of security and protection against degradation.