Businesses from numerous industries are turning to ForensiS for business document scanning services and are experiencing large cost reductions and increases in efficiency and security. The team at ForensiS understands that no two businesses are the same. As such, ForensiS uniquely situates itself to address the specific needs of each business through the creation of customized solutions.
BUSINESS DOCUMENT SCANNING SERVICES DESIGNED FOR ALL INDUSTRIES
ForensiS is uniquely situated to address the specific needs and customized solutions for companies in need of digital services.
Efficiency and Security
ForensiS will provide your company with a complimentary evaluation to learn all the aspects of your company by gathering relevant information regarding workflow. Thereafter, Forensis will provide an individually tailored recommendation regarding the type of document management services that will increase your efficiency, productivity, security, and ultimately your bottom line. To learn more about the benefits of business document scanning services by business.com, visit Benefits of scanning services
Business Document Scanning Services Includes:
- Supplies: ForensiS will provide client with ForensiS boxes.
- Pickup: For Pickup, our bonded and insured courier will collect the boxes directly from the client’s facility.
- Indexing: During Indexing, each file will be indexed on the main folder level, with sub-indexing on the subfolder level.
- Document Preparation: After indexing, Document Preparation will be performed by removing all bindings from files prior to scanning
- Scanning: Scanning entails digitizing all documents at 300DPI into text searchable PDFs.
- Full Quality Assurance: Our Full Quality Assurance ensures that every scanned image precisely duplicates the original document.
- Optical Character Recognition:Applying Optical Character Recognition (OCR), all documents go through the OCR process, making all images text searchable.
- Output: For Output, once the process is completed, all files will be delivered on DVD’s, CD’s, or hard-drive and hosted on myforensis.com for easy access.
- Secure Shredding: ForensiS securely holds all physical files for 30 days before proceeding with Secure Shredding (if client desires to have the documents shredded)
- Two-Hour Guarantee on File Requests: Lastly, we provide a Two-Hour Guarantee on File Requests. While files are being processed at ForensiS, if a client needs access to a document or file, ForensiS will securely email it within 2 hours of the request.
DEPARTMENTS THAT BENEFIT FROM DIGITIZATION
Human Resources (HR)
- Employee Records: Business Scanning Services for personnel files, resumes, and other HR documents can streamline employee record management, making it easier to retrieve and update information.
- Onboarding: Digital documents make the onboarding process smoother, allowing HR to store and share important documents like contracts, policies, and training materials electronically.
Finance and Accounting
- Invoices and Receipts: Scanned invoices and receipts help in tracking expenses and managing accounts payable and receivable more efficiently.
- Financial Statements: Digitizing financial statements and reports allows for quicker analysis, sharing with stakeholders, and compliance with auditing requirements.
Legal Department
- Contracts and Agreements: Legal documents, such as contracts, agreements, and patents, can be securely stored and easily retrieved for reference or legal disputes.
- Litigation Support: Scanned documents can be organized and indexed for easier retrieval during legal proceedings.
Marketing and Sales
- Customer Records: Digital customer records and communication history facilitate better customer relationship management (CRM) and targeted marketing campaigns.
- Marketing Collateral: Digitizing brochures, catalogs, and marketing materials ensures easy distribution and editing.
Operations and Supply Chain
- Inventory Records: Scanned inventory records enhance inventory management and optimize supply chain logistics.
- Shipping and Receiving: Digitized shipping and receiving documents streamline order processing and reduce errors.
Research and Development (R&D)
- Research Documents: R&D departments benefit from easily accessible research papers, patents, and technical documents, which can accelerate innovation.
- Intellectual Property (IP) Management: Scanning and digitizing IP-related documents safeguard valuable intellectual assets.
Customer Support and Service
- Customer Service Records: Scanned customer service interactions and history provide a 360-degree view of customer relationships, improving support quality.
- Service Manuals: Digital service manuals and documentation help support teams assist customers more effectively.
Compliance and Regulatory Affairs
- Compliance Documents: Ensuring regulatory compliance is easier with digitally stored compliance documents and audit trails.
- Reporting: Generating and submitting compliance reports become more efficient when documents are in electronic format.
Information Technology (IT)
- IT Documentation: Digitizing IT documentation and manuals simplifies troubleshooting and system maintenance.
- Disaster Recovery: Scanned backups of critical IT documents help in disaster recovery planning.
Executive and Management Teams
- Reports and Dashboards: Digitized reports and dashboards provide real-time access to key performance indicators (KPIs) and strategic documents.
- Meeting Minutes: Scanned meeting minutes and agendas facilitate collaboration and decision-making.
Business scanning services can benefit nearly every department within a business by enhancing document management, reducing physical storage costs, improving accessibility, and increasing overall productivity. Transitioning to digital document management not only saves time and resources but also helps organizations adapt to the demands of an increasingly digital world.
Business scanning services are essential for companies in today’s world for several compelling reasons:
- Digital Transformation: As the world becomes more digitally oriented, businesses must adapt to stay competitive. Scanning services enable organizations to transition from paper-based processes to digital workflows, facilitating a smoother transition into the digital age.
- Efficiency and Productivity: Digitized documents are easier to search, retrieve, and share, which significantly improves workflow efficiency. Employees can access information quickly, reducing the time spent on manual document handling and filing.
- Cost Savings: Storing, organizing, and managing paper documents can be costly, from physical storage space to administrative labor. Scanning services reduce these costs by eliminating the need for extensive physical file storage and streamlining document management. To learn more about the hidden costs of paper, Click here for our blog post on the subject!
- Remote Work and Collaboration: With the rise of remote work and global collaboration, digital documents can be accessed from anywhere, making it easier for remote teams to collaborate, share information, and work efficiently.
- Accessibility: Digitized documents are more accessible to individuals with disabilities. This helps businesses comply with accessibility standards and regulations, ensuring inclusivity in their operations.
- Data Security and Compliance: Digital documents can be encrypted, password-protected, and equipped with audit trails to enhance security. This is crucial for safeguarding sensitive information and complying with data protection regulations, such as GDPR or HIPAA.
- Disaster Recovery: Digital documents are less vulnerable to physical disasters like fires, floods, or theft. They can be easily backed up and replicated to ensure business continuity in case of emergencies.
- Environmental Sustainability: Going paperless by using document scanning services reduces a company’s environmental footprint by reducing paper consumption, cutting down on the need for physical storage space, and promoting eco-friendly practices.
- Searchability and Document Management: Digital documents can be indexed and tagged for efficient search and retrieval. Document management systems enable businesses to categorize, organize, and manage documents with ease.
- Regulatory Compliance: Many industries are subject to regulations that require document retention and management. Scanning services help businesses meet these compliance requirements by ensuring the availability and accuracy of records.
- Competitive Advantage: Companies that embrace digital document management often gain a competitive advantage. They can respond more quickly to customer inquiries, adapt to market changes faster, and provide better service.
- Customer Service: Digitized customer records and communications improve the quality of customer service. Employees can access customer information quickly, leading to more personalized interactions.
- Analytics and Business Intelligence: Digital documents are essential for data analytics and business intelligence. They provide valuable insights into customer behavior, market trends, and operational efficiency.
- Document Preservation: Digitizing historical or fragile documents helps preserve valuable information for the long term, reducing the risk of deterioration or loss.
In today’s fast-paced and digitally connected business environment, document scanning services are not just a convenience but a strategic necessity. They empower organizations to adapt to changing circumstances, enhance operational efficiency, protect sensitive data, and position themselves for sustained growth and success in an increasingly digital world.