IDEAL Document Imaging Service:
The First Step to Your Paperless Office
Does your company have file cabinets full of unmanageable paper? Is it difficult to locate important documents with ease and efficiency? Are you tired of paying rent to store old paperwork?
If you answered "yes" to any of these questions, then you should consider converting to a paperless office.
What is a Paperless Office?
A paperless office is a work environment in which the use of paper is eliminated or minimized. At first this can seem like an enormous challenge, because most companies have long histories that are detailed in paper files. Even companies who have been in business for a relatively short period of time may have based their solid business practices on paper-bound systems. While paper-based systems work, going paperless can provide enormous benefits:
- Cost savings
- Higher productivity
- Lower space requirements/lower rent costs
- Easier electronic documentation
- Faster, easier information sharing
- Minimized environmental damage
- Competitive advantage
Why You Should Convert to a Paperless Office
When one assesses the cost and inefficiencies of managing large volumes of paper documents -- the paperless office starts to look more attractive than ever:
On average a document is copied 9 to 11 times - if you multiply 11 copies times millions of pages generated daily, the paper piles really stack up.
Paper document filing costs average $20 per copy -filing costs increase in tandem with growing piles of paper - that adds up to a major expense very quickly.
Large organizations lose a document every twelve seconds, costing companies between $350 to $700 a piece to recover.
Traditional offices that consists of paper-based filing systems (filing cabinets, folders, shelves, microfiche systems, etc.) all take up considerable space, requiring maintenance and equipment.
How to Convert to a Paperless Office
The primary way to go paperless is to make use of a system or set of systems that work entirely electronically and without the need to print paper. However, as an organization, how do you handle the large volume of paper records you already have and integrate them into the new paperless system? The solution to this problem is called document imaging.
Document Imaging is the process of converting paper documents to useful electronic format and is one of the most important steps towards transitioning to a paperless office. When choosing a document imaging service provider, an organization must be sure to choose a company that is reliable, experienced and versatile, client focused, and able to provide great value to your organization.
About IDEAL Document Imaging Service
IDEAL can convert all of your old paper documents into an electronic format that can be stored and shared more easily. Most of our clients tell us that converting their documents turns out to be a less costly solution than renting storage space. When companies in the Washington, DC metro area turn to document scanning in order to help them integrate their old paperwork with new computer systems, software and the internet, they turn to IDEAL.
IDEAL offers multiple types of data capture and scanning options to suit many different needs, for many different types of businesses. Our small format document imaging customers include real estate companies, legal firms, government agencies, accounting firms and many other organizations with multiple types of office documents. As a full-service document imaging and document scanning company IDEAL offers all of these services:
- pick-up and delivery of documents
- scan documents of all sizes from 8½ x 11 to 54" wide by any reasonable length
- improve the image quality of deteriorating documents
- prepare documents for scanning by removing from binders, removing staples, paperclips, etc.
- scan, index and quality check the documents
- return the documents to binders or boxes for storage or destruction
- convert the scanned documents into the desirable format, for instance PDF, JPEG, GIF, TIFF or internet-ready formats like XML
- enable searchable PDF so you can search the content of the documents
- provide OCR to edit the content of the scanned documents
- transfer the scanned images to your preferred media, such as the Cloud, internal file servers, hard drive, or CD/DVD.
IDEAL document imaging service offers the best method for maximizing space, reducing costs and improving efficiencies within the office. Contact IDEAL today for more information or a price quote on document imaging for your paperless office.