Commercial Scanning: What It Is and How It Can Help Your Business

Commercial Document Scanning Binders

Businesses accumulate mountains of paper documents as a part of their day to day operations. 

From contracts and receipts to employee records and tax documents, this paperwork is an unpleasant but unavoidable part of running a business. 

More often than not, these documents end up piled high in a back room somewhere or stuffed into a filing cabinet, never to be referenced again.

But you have to store it, usually for legal reasons, and typically for a long period of time. Its a clumsy, disorganized, and expensive way to store information, but what other choice does a business have?

In this article, we will discuss the benefits of commercial scanning and how it can help your business become more efficient, more organized, and most importantly, more profitable. From streamlining operations to improving customer service, commercial scanning offers a range of benefits for any business. 

Keep reading to learn why commercial scanning should be an integral part of your business’ long term strategy.

What is Commercial Scanning?

Commercial scanning is a specialized type of scanning service that helps businesses digitize vast amounts of paperwork at one time. It is specifically designed to cater to the needs of businesses with large archives of paper documents. 

Commercial scanning services use high resolution scanners to rapidly digitize paper documents, as well as Optical Character Recognition (OCR) software to extract printed and handwritten text into digital text. 

The result is an easily navigable, text-searchable library of electronic documents, making the retrieval and management of information a breeze.

There are three defining characteristics of commercial scanning that set it apart from standard scanning services:

High-Volume Capability

Commercial scanning services are built to handle incredibly large volumes of documents. They can process hundreds of thousands of documents per day, making them an ideal solution for businesses dealing with extensive backlogs of paper archives.

Security and Compliance

Given the sensitive nature of many business documents, security is paramount. Commercial scanning involves HIPAA-trained professionals operating in secure scanning facilities. This ensures that your data is protected throughout the scanning process, complying with industry regulations and data privacy protection laws.

Effortless and Professional Service

With SecureScan, the commercial scanning process is completely hands-off. We take care of everything – from organizing and preparing your documents for scanning to the actual digitization and indexing. This allows your business to focus on core operations, confident in the knowledge that their document management is in expert hands.

The Benefits of Commercial Scanning

Commercial scanning services can significantly transform the way businesses handle their documents. Here are some of the key benefits:

  • Improved Accessibility: Once digitized, documents are far easier to store, search, and access. This is especially beneficial for businesses with remote teams or multiple locations, as digital files can be retrieved quickly and efficiently from anywhere.
  • Enhanced Productivity: By reducing the time and effort spent on manual sorting and handling of physical documents, commercial scanning directly boosts productivity. Employees can focus on more strategic tasks, as retrieving and managing information becomes simpler and faster.
  • Space Efficiency: Say goodbye to bulky filing cabinets and storage rooms filled with paper documents. Commercial scanning frees up valuable office space, allowing businesses to utilize their premises more effectively.
  • Increased Security: Digital documents offer enhanced security features like encryption and password protection. This reduces the risks associated with physical document storage, such as theft, loss, or damage.
  • Collaboration and Sharing: Digitized documents can be easily shared and collaborated on in real-time, fostering better teamwork and decision-making. This is particularly useful for projects that involve multiple stakeholders who need simultaneous access to the same documents.
  • Compliance and Regulatory Adherence: Many industries are subject to stringent regulations regarding how documents are stored and managed. Commercial scanning helps businesses comply with these regulations by providing secure and compliant digital storage solutions.
  • Data Retention Management: Digital documents can be programmed for automated retention and deletion according to legal requirements, ensuring that businesses don’t hold onto data longer than necessary.
  • Efficient Data Management: Organizing and managing information becomes much easier when it’s in a digital format. Additionally, businesses can leverage data analytics tools to glean valuable insights, aiding in data-driven decision-making.

As you can see, commercial scanning is not just about scanning tons of paper. It’s a tool that can help businesses improve operational efficiency, security, and data management. For businesses looking to stay competitive and agile in a digital-centric market, commercial scanning is an easy step to take towards future-proofing their operations.

Ideal Candidates for Commercial Scanning

Commercial scanning services are particularly beneficial for a range of businesses and organizations. These include:

  • Healthcare Organizations: Hospitals, clinics, and healthcare facilities deal with a massive volume of patient records and sensitive medical documents. Commercial scanning ensures these records are digitized securely, maintaining patient confidentiality while allowing easy access for medical staff.
  • Legal and Financial Institutions: Law firms, banks, and financial companies handle numerous confidential documents that require careful management. Accurate digitization and secure storage are crucial in these sectors to maintain client confidentiality and comply with legal standards.
  • Government Agencies: These entities generate a significant amount of paperwork, including records, forms, and official documents. Commercial scanning can help digitize these documents, ensuring they are stored and managed in compliance with government regulations.
  • Educational Institutions: Schools, universities, and other educational organizations can benefit from digitizing student records, transcripts, and administrative documents. This makes record-keeping more efficient and simplifies access for educators and administrative staff.
  • Construction and Engineering Companies: These firms often work with large, unwieldy blueprints, drawings, and plans. Digitizing these documents can facilitate easier sharing and collaboration, as well as better protect them from physical damage.
  • Retail and Logistics Companies: These businesses deal with a constant flow of invoices, purchase orders, and shipping documents. Commercial scanning can streamline the management of these documents, making it easier to track orders and maintain inventory records.
  • Remote and Online-Only Businesses: For businesses operating remotely or exclusively online, quick and easy access to documents is essential. Commercial scanning allows remote teams to access necessary documents efficiently, aiding in seamless business operations.

How to Get Started with Our Commercial Scanning Services

Embarking on a commercial scanning project with our services is a seamless and efficient process. Here’s how we can help you transition to a digital document management system:

Assessing Your Document Needs

The first step in your digital transformation journey involves assessing the types and volumes of documents that require scanning. Determining the specific digital format you would like to use for your scanned documents, either PDF or TIFF, is also important. This initial assessment helps us tailor our services to meet your exact requirements, ensuring a customized solution for your document management needs.

Consultation and Project Planning

Once we understand your needs, our expert team collaborates with you to create a detailed project plan. This plan covers all key aspects of the scanning project, including timelines, budget, and any special requirements. We pride ourselves on meticulous planning to ensure seamless execution, with a strong emphasis on  security and data privacy throughout the process.

Document Preparation Services

Our comprehensive service includes assisting in the preparation of your documents for scanning. We take care of organizing the documents, removing any physical attachments, and ensuring they are in the best condition for digitization. Our goal is to make this preparation phase as effortless and efficient for you as possible, allowing you to focus on your core business activities.

Scanning and Digitization Process

We utilize the latest in scanning technology, including advanced Optical Character Recognition (OCR), to convert your physical documents into digital formats accurately and efficiently. Our commitment to quality ensures that the digitized documents you receive are of the highest standard, ready for easy access and management.

Quality Review and Approval

After completing the scanning process, our team conducts a thorough quality check of the digitized documents. This step is essential to ensure that the final product meets both our standards and your expectations. Your satisfaction and approval are critical, and we are open to any feedback or adjustments required at this stage.

Implementing Document Management Solutions

Following the scanning process, we assist in setting up a document management system for your newly digitized documents. Whether you prefer cloud-based solutions or on-premises systems, our expertise in document management ensures that your digital documents are stored securely and are easily accessible for you and your employees.

Secure Disposal of Physical Documents

For those who opt to dispose of their original documents after scanning, we offer secure shredding services. This ensures that your sensitive and confidential information is disposed of securely, adhering to compliance and privacy standards.

By choosing our commercial scanning services, you are embarking on a streamlined and efficient path towards a digital future. We ensure a hassle-free process, allowing you to enhance the efficiency and security of your document management while focusing on growing your business.

To get started, call us at 877-SCAN-DOC or get a free quote for your next commercial scanning project from one of our scanning technicians.

Read More

Transitioning from paper to digital record-keeping is an exciting step for any business. Just think about all that space you’ll save, and how much easier it will be to find the documents you need. However, scanning your documents is just the beginning. You’ll need to choose a document management system (DMS) to store and organize

Read Article

In the not too distant past, microfilm was a revolutionary method of storing information in a compact form. Imagine rooms full of shelves brimming with documents, records, and photographs, all condensed into small, easy-to-store reels and cards—a significant leap in information management for its time. However, this advancement is now a double-edged sword. While many

Read Article

Protecting patient data has always been a top priority in healthcare. As the industry was shifting from paper to digital record-keeping, the need for new legislation and standards to keep pace with evolving technology became increasingly important. The Health Information Technology for Economic and Clinical Health (HITECH) Act played a key role in this process.

Read Article