At HDS we understand that documents contain information needed in day to day business life. HDS will take whatever steps necessary to reduce our interference in your day to day operations. Some of these steps include;
On-Site Document Scanning: In situations where documents are viewed frequently or are unable to leave the premises HDS will transport document scanners to your site. This means HDS staff will set up equipment, prep, scan, and QC without your documents ever leaving the property.
Retrieval Requests: If your documents are being scanned at HDS we will provide you with any requested documents within 4 business hours of the request being made. This includes locating and scanning/faxing the document to the client.
HDS understands that scanning projects can interfere with daily activities. To reduce disturbances HDS will do whatever it takes to ensure that your business operations aren’t interrupted while joining the digital era.
With every Ontario document management system, you want to make sure the implementation is done right the first time. To do this, you and your vendor must follow industry best practices that will lead to a successful outcome. The key is to have a vendor solution match your requirements.
Companies must explore all practical considerations when purchasing and implementing an Ontario document management system. You must understand all the components typically included in a system and how your company will benefit. It’s important for you and your team to go into any document management project with your eyes wide open so you can make informed decision.
Best Practices for Implementing an Ontario Document Management System
The first stop in any document management project is to understand your company and its vision. You must analyze how technology will help you achieve your goals. The project should address where in your company you’re deficient and where you have the greatest opportunities.
Starting with a holistic view will better position your solution within your organization. For example, you need to consider how documents, information and automation will affect all departments and business units within your company. If you don’t, you could waste valuable resources and miss opportunities to gain efficiencies and cost reductions. You want to create cohesive indexing plans, search strategies and records management plans so you can save time later.
In addition, you need a thorough understanding of your company’s political landscape, including who makes decisions and how they typically make them. Your Ontario document management implementation may fail if you don’t pay attention to political ramifications.
Executive management, functional department managers and IT managers should all understand the requirements for a solution and agree on the overall vision. They need to have consistent views on how the technology will fit now and into the future within the company. Everyone needs to agree on the projects goals and make sure they’re logical, relevant and scaled properly.
All sides must work together to establish the vision, goals, plan and implementation schedule. And, critically important for best practices, is to select the right Ontario document management system for the organization. The solution must, without a doubt, solve the business’ document and information challenges. The implementation must be done in a way to produce the optimum results.
Furthermore, the team must keep focused on what will best achieve the company’s goals and product the most meaningful results. Companies often get side-tracked by focusing too much on all the bells and whistles that come with different solutions. But, sometimes this doesn’t provide what’s needed. Instead, you need to find the best match for your short- and long-term requirements and implement it based on the plan you and your team developed.
Rules of Deployment
With any Ontario document management system, you need to follow some basic rules. The following list of items will help you get, and stay, on track to a successful outcome.
Select a vendor with a solution that will integrate with your current applications and any additional applications you plan to purchase in the future.
Develop an agreement that is comprehensive and all-inclusive in terms of what the vendor will be providing. You don’t want to leave anything open to misinterpretation.
Make sure a complete list of all solution components is provided to you before the project begins. This includes all hardware, software, resources and other things you must have available before the vendor can proceed with implementation. If you don’t understand everything that’s need to start the project, you might experience significant delays and cost over-runs.
Schedule regular project meetings between you and the Ontario document management vendor to review project status.
Develop a project time table that includes milestones and estimated completion dates for each step in the Ontario document management project. Indicate expectations for communicating progress at each milestone.
After implementation, make sure you document all suggestions from your solution vendor. Identify how you will handle upgrades, support and other things once implementation is completed. You want to have clear-cut plans for maintaining your Ontario document management system for many years to come.
Ontario document archiving has been faced with many challenges in today’s business environment. Companies have many different types of data sources, some of which are relational databases, document repositories, email stores and file servers. Increasing the challenges of managing this complex environment are corporate acquisitions, regulatory compliance, information governance and mandates to reduce operational cost through vendor and infrastructure consolidation.
Ontario document archiving is used to store millions of records, statements, policies, images and other types of documents. Archiving relies on indexes and metadata associated with each individual document. This information aids in discovery, content validation, storage organization, retrieval, distribution and delivery of the documents in the archived system.
Addressing Document Management Issues in Today’s Corporate Environment
For organizations struggling with corporate acquisitions, regulatory compliance, information governance and vendor/infrastructure consolidation, Ontario document archiving is the perfect time to address document inconsistency issues. Companies should consider migrating their documents to a single document management system. Options exist today for quick, efficient migrations that add value to document management.
Companies can expect more ways to access documents, extract critical information when needed and improve customer service. To be successful, companies must plan carefully and comprehensively. Experts should be included on the team that plans the system migration for document management and Ontario document archiving.
Typical phases of these projects include the following:
Discovery involves an analysis of all document management systems within the organization. In addition to the systems, team members must identify all the different types of documents contained in them.
With extraction, companies must establish procedures and policies for how content will be accessed from the document management system. All facets of access must be reviewed and improved as necessary.
Transformation involves re-purposing document content when needed to add value or meet new business requirements.
Auditing ensures integrity of the documents and that all processes involved in document management and Ontario document archiving are followed.
As mentioned earlier, indexes and metadata provide actionable information about the documents contained within an Ontario document archiving system. When companies move to a single document management system, they have the opportunity to update metadata and indexes for consistency.
With loading, documents, metadata and resources are loaded into the document management system with integrity and accessibility retained.
The Goal of Document Management and Ontario Document Archiving
If a company has disparate document management systems, it must consolidate its information into one system to get the most benefit and many of the advanced features offered by today’s systems. By migrating and consolidating, business can reduce the total cost of ownership and assure performance and scalability will meet future requirements.
To avoid issues when migrating to an Ontario document archiving system, organizations must plan and execute the project with expert team members with a proven track record. Document management vendors exist today with the right background and technology to help companies achieve significant results.
The right Ontario document archiving vendor will be committed to working with each company’s unique situation and recommend solutions tailored to specific needs. In addition, well qualified solution providers can lower the risk and enhance the return on investment for any document migration project.
Priorities often dictate the structure of an employee’s day, week, and even year. For this reason it is easy to put off implementing new organizational changes. These occurrences happen frequently when dealing with the conversion of a large back-file of paper.
Although the back-file takes up space and time, the contents continue to hold value. Rather than spending hours of company time sifting through cabinets, desks, and drawers in search of single documents why not digitize the collection? To this people often say “The cost is too high”.
To reduce the cost of large volume document scanning projects HDS is comfortable with taking work in batches. This means that rather than one shipment, documents may be digitized in stages. Batch document scanning is an effective way of spreading costs over time while helping to save your businesses valuable resources.
At the end of the day the results are the same; faster look ups, improved archiving, a disaster recovery plan, and improved space. HDS truly believes in providing our customers with; Peace of Mind, Not Pieces of Paper.
As much as technology and automation can make our lives easier, sometimes we cannot avoid the need for a human being. No matter how many advancements can assist us in our jobs we still need to oversee and guide the technology in the right direction. ECM and Document Management systems can do a lot to help us but not everything.
Classifying, sorting, tagging and indexing documents can sometimes need that human touch but, as with most technology, there is still a better way. Our FileDirector ECM solution incorporates a number of features which are often underappreciated when considering the need for manual data entry and indexing. Some examples include:
Area Indexing: A simple, yet effective, automatic way to zoom into a document so that an area can be read by the operator and then manually enter text into a specific field. The main benefit of this is the ability to move around the zoomed-in areas of the page. This means that if you are indexing various areas of the document, say the invoice number at the top, and the total at the bottom, for example, it will move the page around the screen and follow making indexing much easier.
Keywords: Easily defined and predetermined values which can be selected by a simple click, perfect if you have a set list of values which are commonly indexed. This can be simplified even further with “shortcuts” where acronyms can be used to fill complete values. An example could be to type “FD” to automatically fill a field with the word “FileDirector”.
There are several other small features which can help further. This month in our series of popular educational webinars we look at the technology which can assist manual indexing processes and make them nearly as efficient as those that are automated. Join us on Wednesday February 22nd, 2012 at 3pm (Eastern Time) to discover more about manual indexing efficiency. Register Here
When it comes to backing up your organization’s data it is important to remember how valuable microfilming in Ontario can be when compared to digital media. Microfilming in Ontario has been around for over a century and has remained virtually the same. Digital storage devices, although convenient and able to store mass amounts of data, can be unreliable at times and may be inaccessible in fifty, or even twenty years time.
Remember tape drives or the 10 inch floppy drive? If you are old enough to remember these early digital storage devices and have data stored on them, you probably also know how difficult it can be to retrieve the information off of these devices. Since then, we have seen different types of internal and external hard drives, CD and DVD formats, USB “jump” drives, solid state drives, and the list goes on. As digital storage devices continue to evolve, there is no way to tell how you easily you will be able to retrieve the data on these devices in the future.
During the evolution of digital storage devices, one thing has remained a constant. Microfilming in Ontario, or microfiche began in 1839 and had various minor changes for the first 100 years, but since the 1930’s it has remained the same and is one of the most reliable ways to store backups of critical data. Microfilm is a data preservation format that is commonly used in academic, research and government fields, in order to save a backup of data that if stored properly, will be viewable 500 years from now.
Microfilm is essentially a miniature picture of an original-size document that can be viewed by the naked eye and with a microfilm reader which is basically a light source and a magnifying glass, which is often found in libraries. Microfilm is stored in plastic or metal photography reels and is easily stored and preserved.
Some of the major benefits of microfilming in Ontario include:
Reduced storage space compared to paper documents
Reduces cost of reproduction
Document life expectancy of up to 500 years
Court admissible since microfilms can’t be tampered with
Because of modern digital technologies, the use of microfilm in academic and research archiving has dropped, but the demand for microfilming in Ontario still exists. Microfilming is also discovering ways to advance in the modern world with new developments in color microfilm and document conversion products. Microfilm is now finding its way into the digital market as well, using new technologies to convert microfilm to be used on the internet.
A document systems company can provide information and help you understand how microfilming in Ontario can be incorporated into your information management system for your organization. Microfilming provides for the safe archival of nearly any document and can keep business-critical information safe for future generations to come.
To learn more about microfilming in Ontario, contact MES Hybrid today.
Documents and the information contained within them are often the lifeblood of an organization, yet many companies do not know where to start looking for document scanners in Ontario. Document scanning for a business is a little different than scanning a few files or photos on your home scanner. Some organizations have warehouses full of documents that need to be organized, scanned and stored digitally by a document scanning services company to reclaim office space and allow the organization to share the information easier and more efficiently.
There are many benefits to using document scanners in Ontario. A few of the major benefits include:
No more banker’s boxes or filing cabinets taking up valuable and expensive office space
Increase the longevity of valuable documents for many years to come
Be able to access the information you need by a click of a mouse
Save money on storage space, document shipping and lost time due to searching for documents
Easily share documents across an entire organization
Converting an entire organization’s documents using document scanners in Ontario can be a tedious task, which is why it is important to find a reputable document scanning services company to meet your needs. A qualified document management and document scanning services provider should be able to handle any type of document, including:
Letter or legal sized documents
Black and white, color or grayscale documents
Single or double sided documents
Human Resources documents
Student records
Medical records with HIPPA compliance
Checks and Forms
Financial and legal records
Ledgers and books
Blueprints or drawings
Large maps
NCR forms
Before scanning your organization’s documents, it is necessary to prep the documents for use of the document scanners in Ontario. Again, this is something a reputable document management company can do for you to take the hassle out of the document scanning process. The document scanning services company should be able to:
Organize and sort the files for scanning
Remove any staples, paperclips or any binding
Separate the documents in batches
Concisely index the documents for easy retrieval
Use optical character recognition (OCR) so the documents can be searched
Use strict quality control methods on all documents
Return the original documents to use or securely shred them for recycling
After the documents are scanned using document scanners in Ontario, the document scanning services company will provide the digital copies of the documents to you in an image file format which can be used as part as an organization-wide document management system. The digital documents can also be saved on a network server, CD, DVD, hard drive, USB jump drive or microfilm.
Converting an entire file cabinet or warehouse full of documents can be a daunting task, which is why it is a good idea to consult with a reputable document scanning services company that has experience using document scanners in Ontario. Choosing the right company for your organization can quickly transform your organization into a paperless, eco-friendly and more efficient company.
To discuss how document scanners can benefit your organization, contact MES Hybrid today.
As organizations look towards new ways of enhancing their corporate social responsibility, quite often, one of the most obvious areas of improvement is over-looked. Not only does paper scanning and electronic document management help companies achieve their sustainability goals it also helps reduce costs and improve efficiency. It’s common to see companies over-looking the financial and environmental benefits of document management which will offer them a competitive advantage, while decreasing their ecological footprint.
Will the paperless office we were promised back in 1975 happen in our life-time? Probably not. However, the efficiency and environmental benefits of such a concept can be obtained today.
With the third wave of document management upon us the days of multi-million dollar solutions are quickly becoming nothing more than a memory. With electronic document management well within the budget of any organization, clients are expecting faster response times. Financial departments are finding ways to reduce over-head through the automation of manual business processes. And most importantly the environmentalist in all of us is looking for ways to reduce paper consumption.
Sustainability and corporate social responsibility extend beyond industry imposed regulations. They are concepts that I feel we have a responsibility to voluntarily adhere to, in order to help improve the quality of life for our employees, clients and society as a whole. By managing our records electronically we can drastically reduce our paper consumption and office supplies which will have a beneficial impact on our consumption of natural resources.
Handling documents and information can be one of the most taxing aspects of any organization. Document management software in Ontario will improve how a company processes their documents and information. You can simplify your business be routing paper documents, e-mails and other files directly to document management software in Ontario. By doing so, you can eliminate wasted time searching for paper and replacing lost or misplaced documents. You can also access your documents the moment you need it, wherever you need it and manage it all from the convenience of the internet.
Some of the more popular document management software in Ontario programs includes FileDirector, Doxim ECM, ScanFile and FileBound, to name a few.
FileDirector Document Management Software in Ontario
FileDirector is one of the most comprehensive and innovative electronic document management systems found on the market today, with feature-rich functionality to suit any organization. FileDirector utilizes modern document management technology, simple administration and user friendly interface make it an excellent alternative to complicated and expensive, consultancy driven applications or SharePoint solutions.
FileDirector has endless possibilities of customization, and linking the document management software to your existing systems, which will ensure your organization is getting the most out of your investment. No matter if you work around the office or from home, you can use the FileDirector web browser to view and securely access your documents from anywhere with an internet connection.
Doxim ECM Document Management Software in Ontario
Doxim Enterprise Content Manager is a inclusive, internet-based, enterprise level content management solution that enables wealth management firms, such as banks to easily capture, store, search and share internal documents and private customer information – safely and securely via an online repository.
Using Doxim can improve your customer service, reduce your organization’s carbon footprint, save money and improve adherence to compliance mandates for documentation standards. Doxim is considered a leading provider in enhanced statement, e-statement and document imaging solutions for credit unions, banks, and their service providers.
ScanFile Document Management Software in Ontario
ScanFile is one of most popular and easy to use document management software solutions in the market. ScanFile offers a flexible and simple platform for the storage, referencing and access of your organization’s documents.
ScanFile is designed to be scalable and can be used for home office use, small businesses or large organizations, and only requiring you to purchase the features and options that you require.
FileBound Document Management Software in Ontario
FileBound On-Demand document management software is a low cost solution and allows organizations all of the advantages of a complete document management system without the upfront capital investment of an installed solution. There is no installation with FileBound, no maintenance and all upgrades are automatic, seamlessly working behind the scenes.
FileBound can also be used to create business workflows and create reports that allow you to develop systematic audit procedures, manage information processes and comply with government document regulations.
These are just a few of the available document management software in Ontario. It is best to consult with a reputable and experienced document management services company who can help you decide which document management system is best suited for your organization’s needs.
To find out how document management software in Ontario can benefit your organization, contact MES Hybrid today.
It’s a new year with new objectives and goals. If you’re like most organizations you’re probably looking for ways to improve productivity and office efficiency; if so, you’ve come to the right place. Today’s blog post outlines 10 ways you can improve productivity through better document handling and management:
Stop Photocopying: With personal and network document scanners becoming more affordable, your staff can instantly scan and distribute information electronically without ever leaving their desks.
Stop Scanning Digital Born Documents: It’s amazing how often we encounter companies who are printing emails, office documents, registration forms, client orders, etc. just to scan them in again. Most electronic document management systems support electronic file import which means that Excel file never needs to be printed.
Single Access Point: Let me guess, when you have a new employee start and they are getting up to speed on an existing account/client they have to check 3 – 4 different systems to get the complete picture? (i.e. CRM, Accounting, Service Management, Paper Files, etc.). With an electronic document management system all your client and internal documentation can be stored and linked together in a single system. One search = complete client visibility.
Still Mailing Your Invoices?: Did you know the average invoice costs $1.20 to print, stuff and mail? Did you know document management systems can be used to instantly import, email and archive outgoing invoices? Additionally, getting the invoice in the hands of the right person in less time helps improve your receivables.
Workflow Automation: Whether it’s a simple sales order approval process or a complex membership enrolment application, document management systems with workflow and business process automation can streamline the document routing without the need for the paper to physically move throughout the office. Not only does it speed up the process, but it also provides management with instant visibility into the status of and process in the queue.
To learn more about these solutions please feel free to visit the different sections of our website below:
