Companies realize major benefits from document scanning in Ontario.  The following represent some examples:

Cost Savings.  Saving money comes in many forms as a result of document scanning in Ontario.  First, it allows storage space to be used for more productive purposes.  Companies don’t need to purchase file storage cabinets and space; nor do they have to lease space for storage.

Also, you may be able to cut down on printing, copying and transporting expenses.  With paper documents, handling can become not only labor-intensive, but costly.  For example, think about what companies spend just on overnight shipping, mailing and courier expenses.  This money could be put to better use.

Information Access.  With document scanning in Ontario, you make digital files available to everyone who is authorized to access them.  And, they get the information immediately.  Documents can be shared across company departments and locations, as well as to external audiences when appropriate.

Easy tracking is another bonus for document scanning in Ontario.  When files are converted to digital formats and stored on the company’s computer systems, they can be indexed in a way to make searching and retrieving efficient.  Improved document management centralizes information, makes it accessible to authorized users immediately and wherever they may be located, keeps documents from getting lost and improves the security of the information when being accessed by multiple people.

Information Protection.  Preserving and protecting documents is critical for an organization’s ongoing function.  Document scanning in Ontario allows vital company information to be available under a variety of circumstances.

For example, part of disaster recovery planning is to preserve company information.  If you have only paper documents, you risk losing the information should they be damaged in a disaster.  However, document scanning in Ontario gives you the peace of mind knowing you paper records will be backed up safeguarded in digital format.

And, if your paper documents are already damaged, you can scan them and preserve them for future use.  Scanning documents in Ontario is also important for old records.  Before these records become further damaged from age, you can scan them and maintain a digital image for years to come.

This project is especially crucial for historical documents or other sensitive records that could be damaged from repeated handling.  Sophisticated software can even help improve the legibility documents that are difficult to read.

Transparency and Regulatory Compliance.  Given paper documents are subject to damage, loss and theft, document scanning in Ontario will ensure they are available when needed.  Availability of information creates a more transparent and compliant environment.

Certain government regulations require information be available for audits.  Companies need to be able to conduct a meaningful “paper trail” to support performance and financial claims. Document scanning in Ontario allows companies to readily access background information to avoid negative consequences like fines, penalties and bad PR.

Scanning documents provides a wide variety of benefits for businesses, institutions and government agencies.  Rather than a project you might eventually get around to doing, document scanning has become a requirement for all of the reasons stated above and more.

For more information on document scanning in Ontario, contact MES Hybrid Document Systems today.

E-Forms in Ontario are more than electronic versions of paper forms.  They’re a sophisticated software application used for capturing, verifying, approving and integrating crucial data a government agency needs to conduct business and serve citizens.  By reducing manual functions, agencies can lower costs, improve productivity and provide better constituent services.

A Host of Benefits for Government Agencies

In addition to reducing a wide variety of costs associated with paper-based processes, E-Forms can improve the quality of data entered into systems.  The technology ensures completeness and accuracy of information from users through a validation function.

Another major benefit is convenience.  E-Forms in Ontario are available whenever and wherever users need it.  And, when government operations are streamlined, service to the public is likely to improve.  Citizens can be more satisfied with better access to quality services.

E-Forms in Ontario are more than electronic versions of paper forms.  They’re a sophisticated software application used for capturing, verifying, approving and integrating crucial data a government agency needs to conduct business and serve citizens.  By reducing manual functions, agencies can lower costs, improve productivity and provide better constituent services.

To see how e-forms can specifically benefit your business or organization, contact MES Hybrid today.

First, E-Forms in Ontario capture data from users within the company.  Next, the application validates the data to make sure it’s complete and accurate.  Third, E-Forms routes the data after it’s verified to appropriate users for approvals.  Electronic signatures are used to confirm approval.

The last step in the process involves transferring the data to the company’s business systems.  These systems could be the organization’s accounting, human resources, sales, customer service, or any other system in which the data would be useful for running the business.

E-Forms in Ontario are best suited to companies completing numerous transactions, needing to streamline operations and requiring access to data for better decision-making.  Healthcare organizations, educational institutions, manufacturers, service firms and government agencies are examples of perfect matches for E-Form applications.

Going Paperless at Government Agencies

Whether at the federal, state or local level, government agencies are prime candidates for using E-Forms in Ontario.  This technology can help improve service to constituents, streamline processes, create greater transparency and cut operating costs.  The big move to reduce paper is at the heart of using E-Form applications.

Some paperless initiatives have even been mandated by law. Examples include HIPAA, USA Patriot Act, SEC, Basel II, Gramm-Leach-Bliley Act, Sarbanes-Oxley, e-Recovery, e-Reporting, e-Permitting, GPEA and others.  In every case, these regulatory mandates require government agencies use a solution that facilitates, monitors and enforces compliance.  Any non-conformance to these regulations can be costly in a number of ways.

The costs involved in managing paper can be substantial.  Government agencies owe it to their citizens to work efficiently and cut costs wherever possible.  With E-Forms in Ontario, an agency can eliminate the high costs of printing forms, then re-entering the data into a database application.  Costs increase when the inevitable data entry errors occur or data is missing.

These costs can be slashed by as much as 90 percent when an E-Forms in Ontario solution is deployed.  When you think about the government processes affected by digital processing, you can easily see how the savings are real.

For example, E-Forms in Ontario help process government funded programs such as grants, healthcare, unemployment and more.  The application can be used for enrolling in various services.  It can also help with regulatory compliance and reporting.  Court E-filing systems, law enforcement reporting, permitting and licensing are other functions in which E-Forms would be of great benefit.

In the second part in this series we will specifically discuss the benefits of e-forms to government agencies. Contact MES Hybrid today with any questions on how e-forms can benefit your business.

Large format scanners in Ontario have become a business tool just like regular printers.  Depending on the nature of your business, you may find a large format scanner makes good sense to have in-house.  As with all other investments, however, you need to carefully weigh the costs and benefits.  The decision really boils down to whether the scanner will cut costs and/or increase revenues.

When It Makes Sense to Invest in Large Format Scanners in Ontario

Service providers are the prime targets for using large format scanners in Ontario.  However, other types of businesses benefit as well.  Any company that produces and manages large format documents can justify the investment for in-house technology.

In addition, companies that want to protect the contents of their documents may choose to invest in large format scanning in Ontario as an in-house solution.  If the documents contain sensitive information or intellectual property that must be protected, in-house scanners make sense.

To make a sound investment, a large format scanner purchase must positively contribute to the bottom line. For service providers this is an easy exercise.  They can compare how much money they’ll make from providing a new service to the actual cost of buying the equipment.  Then, they can determine if the time it takes to payback the investment is reasonable.

But what about other businesses?  Will the scanner produce anything that can be sold to customers?  Will they save money by allowing easy digital management? Will large format scanners in Ontario improve efficiency and create a more productive environment?

Using large format scanners in Ontario can also differentiate a company from its competition.  Can the business gain customers by offering new capabilities that competitors don’t?  Architects, engineers and other businesses can come up with innovative ways to use these scanners that could cause customers and prospects to view it more positively.

Although it’s nice to have all the bells and whistles that come with many large format scanners in Ontario, companies still need to approach the purchase as a good business decision.  It really boils down to whether the scanner will cut costs and/or increase revenues.  And, in many cases, it will.

Have questions on how large format scanners can be used in your business? Contact MES Hybrid today to see if an in-house scanner is right for you.

Perpetuating the growth of large format scanners in Ontario was the introduction of color capability.  As technology advanced to a point of capture colors, the number of uses increased.  Also fueling growth is the greater affordability combined with improved performance.  Costs have come way down since the early days and performance has skyrocketed.

Large format scanners in Ontario have become a business tool just like regular printers.  Depending on the nature of your business, you may find a large format scanner makes good sense to have in-house.  As with all other investments, however, you need to carefully weigh the costs and benefits.

Uses for Large Format Scanners in Ontario

The following applications are common in today’s market:

Scan to File.  If a business has invested significant amounts of money in drawings, it wants to ensure it can maintain those drawings in good condition.  Also, if the drawings need to be changed in any way, they would have to be completely re-drawn.

However, scan to file applications let users take these large format drawings, scan them, and load them into other computer applications such as CAD software.  Once in a digital format, the document can be preserved and changed if needed.

Scan to Print.  Used in conjunction with a large format printer, these scanners can reproduce items like posters.  Many businesses find this capability useful.  Copy businesses, photo labs, architects and more can add lucrative services to their portfolio by using large format scanners to capture documents and then output them on a large format color printer.

In part two of this series we will discuss when it makes sense to invest in a large format scanner. In the mean time, contact MES Hybrid for more information on large format scanners in Ontario.

The upcoming webinar represents the 19^th in MES Hybrid’s popular and educational webinar series.  The event will focus on the best method for finding documents once they are scanned and indexed.  Specifically, MES Hybrid will discuss the wide range of search functions available in ECM and document management systems that exist beyond the few users usually perform.

“Any typical office system will have search functionality — from Windows, Word and Acrobat to your accounting, CRM or patient software,” said Kevin D’Arcy, vice president of sales and marketing at MES Hybrid Document Systems, Inc.  “It’s a fundamental function to be able to find stuff once it’s stored away.

“But most users aren’t aware of the numerous ways they can conduct searches,” continued D’Arcy.  “This webinar will demonstrate some tricks of the trade for streamlining search functions and accessing stored documents in the easiest way.”

Although it can be a daunting task, several methods exist for companies to use to get what they need from their document management solution.  During this webinar, we’ll show participants how to build a filing structure and use fields properly so their documents don’t fall into an abyss.”

MES Hybrid Document Systems, a supplier of document scanning solutions since 1971, provides consulting, conversion services, hardware solutions, document scanning and electronic/analogue document management systems.  The goal with every client solution is to improve efficiency, increase competitiveness and contribute to bottom-line savings.

To reserve your webinar seat, visit https://www2.gotomeeting.com/register/157431146.

Microfilm scanners are used to convert documents stored on microfilm to digital formats.  To preserve the vast amount of information contained in documents, microfilm and microfiche were the only viable solutions for many years.  However, when the world started going digital, this media was viewed as archaic. Storing data on digital media became the new norm.

Characteristics of Microfilm Scanners

When microfilm scanners convert microfilm and microfiche information to digital formats, the resulting files are saved as TIFF, PDF or JPEG formats.  These digital formats can easily be copied, stored and sent via e-mail as needed.  Plus, digital files can be housed in document management systems and indexed for easy retrieval.

However, one of the biggest advantages of using microfilm scanners to convert microfilm images is accessibility.  No special reader is required to access and view the information.  With any computer or mobile device, digital information can be accessed from any location.

When selecting microfilm scanners, different models exist.  Companies need to compare each model’s specifications to their requirements to determine the best fit.  Microfilm scanners will vary in terms of image quality, scanning speed and cost.

Understanding how microfilm scanners work is the first step in the purchase analysis.  Working similar to a digital camera, the scanners produce images from the actual microfilm or microfiche material.  Depending on the model, special capabilities allow images to be enhanced.  With the different feature sets, each organization will need to decide for itself what’s most useful.

It’s important to note that many organizations don’t completely replace their microfilm archives.  Microfilm media can last for decades.  And, digital formats are not foolproof.  To create the best preservation scenario, organizations will typically keep both microfilm and digital formats of important documents.

For more information on microfilm scanners, contact MES Hybrid today.

Microfilm and microfiche serve the same purpose.  They create images of document material and archive it on a film material. The only difference between the two media is the shape of the final product.  For example, microfilm puts document images on a roll of film.  Microfiche, on the other hand, houses document images on a flat sheet.

To access information stored on microfilm or microfiche, a microfilm reader is required.  Users put the microfilm into the reader and the images are enlarged so they could be easily viewed.  Most microfilm and microfiche are stored as negative images.  The reader, therefore, converts the archive to positive images.

The microfilm archival method has been popular for journals, books, newspapers and historical documents.  By storing the information on film, the original documents are preserved.  The public can view the contents of these materials easily and without causing damage to the paper-based original.

The Digital Era Changes Document Archiving

To preserve the vast amount of information contained in documents, microfilm and microfiche were the only viable solutions for many years.  However, when the world started going digital, microfilm and microfiche were viewed as archaic methods. Storing data on digital media, such as disks and removable drives, became the new norm.

But, what happens to the millions of documents stored currently archived on microfilm and microfiche?  Enter microfilm scanners.

Basically, microfilm scanners scan the images on microfilm and convert them into a digital format.  Then, the digital files are stored as soft copies.  The conversion can be done by purchasing a microfilm scanner or using a scanning service.

Organizations need to conduct a cost analysis to determine the best course of action for digitizing their microfilm archives. Often, the volume of microfilm will dictate whether purchasing a microfilm scanner or outsourcing the project makes sense.

In part two of this series we will look at the characteristics of microfilm scanners. Continue to read the MES Hybrid blog for additional information or contact MES Hybrid today.

The application performs four major functions.  Formatta captures data electronically from users within the organization.  Then, it verifies the data to ensure accuracy and completeness.  Once verified, Formatta routes the data for approvals and electronic signatures.

When these steps are complete, the application moves the data into the company’s critical business systems.  Companies depend on systems such as Finance, Human Resources, Customer Service, Sales and more to run their businesses.

Why Use Formatta in Ontario

Formatta in Ontario gets all your critical information into the systems that run your business and makes it available to users.  It eliminates the gap created from missing information.  In fact, studies show seventy-percent of important data is contained in paper, Word, PDF and printable form documents.

Without having this crucial information available, companies suffer major effects.  For example, inefficiencies in information processes can have an adverse effect on revenues and operating costs.  In addition, customer service can suffer and the time it takes to accomplish projects can extend beyond deadlines.  You also risk non-compliance with regulatory requirements.

How Formatta Bridges Organizational Information Gaps

Formatta in Ontario provides the following capabilities:

• Design.  Authorized users can create data capture screens without programming skills.  The easy-to-use tools let you design screens that look just like paper-based forms.  And, you can use simple techniques to ensure data is captured accurately and completely.  In addition, the electronic data capture interfaces can be used offline or online.

Formatta in Ontario was developed specifically to provide a robust, yet user-friendly, solution for creating and publishing e-forms.  The application also provides security enhancements such as built-in encryption tools and lockable forms.

• Capture.  Formatta in Ontario provides easy access to electronic data capture.  It allows you to enter, save and submit information when you’re connected to the network or working offline.  Users can complete and submit forms through the Internet without downloading any software.  And, offline users won’t need additional client software or plug-ins either.

Formatta in Ontario provides guidance and field-specific help for user completing forms.  The application validates data in form fields and ensures forms are complete.  In addition, Formatta auto-populates fields based on previously entered data.

• Approve.  Before data is moved into business applications, Formatta in Ontario uses simple routings for electronic review and digital approval.  These routings can be based on process logic, form data and signatures and can be created in minutes.  In addition, users can track follow the process and approval status.

• Integrate.  Formatta in Ontario is designed to efficiently integrate with back-end systems.  In addition, the application connects to databases like SQL Server, Oracle and Sybase.  Using industry standards, Formatta seamlessly integrates with typical enterprise applications in use today.  Data is moved securely, quickly and easily to and from your business systems.

Formatta Business Benefits

Formatta allows users to efficiently and easily access critical business information.  Its robust and intuitive design electronically captures data and immediately integrates it into core enterprise systems.  Better information management can reduce costs and improve operations by eliminating manual and duplicative forms-based processes.  And, with more complete information, Formatta enables managers to make better decisions.

In today’s competitive and economically challenging business climate, you need every edge you can for success.  Formatta provides an affordable solution to make a difference on many fronts, including cost savings, efficiency gains, service improvements, green initiatives and revenue gains.

Contact MES Hybrid Document Systems today for additional information or questions on Formatta.

The conversion process begins when paper documents are converted to microfiche.  In years past, millions of conversions took place and microfiche was a standard document form in libraries and more.

Today, the conversion process continues with microfiche documents being converted to digital formats.  By using microfiche scanners and making digital files of the content, you can have readily available electronic documents in PDF or TIFF formats, for example.

These electronic documents are not only easier to manage and maintain, but they also integrate within an organization’s document management system.  When all microfiche documents are digitized and incorporated into enterprise systems, they become available to all authorized users.

What is Microfiche?

Microfiche is a sheet of microfilm measuring approximately 4” x 6” and contains multiple images in a grid-like pattern.  One microfiche sheet can contain a few or many images, depending on the size of each image.  Some images on the microfiche can be reduced many times from their actual size.

Microfiche provides benefits such as fast retrieval of information.  Some information, such as the labeling of what’s contained in the microfiche, can be read with the naked eye.  Plus, microfiche can be easily and inexpensively duplicated.

What are Microfiche Scanners and how do they Work?

The technology used in microfiche scanners is similar to a digital camera.  The scanner uses this digital camera to take a picture of the microfiche sheet.  The scanner has lenses that project the images to the microfiche scanner camera. The cameras in microfiche scanners then take the projected image, create a digital copy and store it on a computer.

So, basically microfiche scanners are high speed cameras that take digital images of microfiche sheets.  However, you don’t want to simplify the overall products.  You’ll need to understand in greater detail how they work and what you need from a solution.  You can then better compare capabilities and features.

What Benefits do Microfiche Scanners Offer?

As you can expect, the number of microfiche to digital conversions is growing as a result of the many advantages provided to organizations.  First, as noted previously, microfiche documents converted to digital files makes the information more readily available and easier to access for a wide audience of users.

In addition, converting physical material to digital formats provides better protection, especially to delicate documents.  Organizations no longer risk losing or damaging the microfiche material.

Given the physical nature of microfiche cards, storage needs can be significant.  The microfiche is typically stored flat in drawers, so the physical space can be used for more productive purposes.  Storage also comes with associated costs.

The advantages of using microfiche scanners to convert microfiche documents to digital files are many.  Primarily, you can make information available to everyone who needs it.  And, they can access this information instantly from any location that your document management system allows.

And, all associated costs of physical storage and maintenance are eliminated.  Finally, you preserve the quality of your documents and remove the risk of loss or damage of the physical microfiche material.  These major benefits represent the reasons organizations are increasingly converting microfiche to digital formats.

For more information on microfiche scanners, contact MES Hybrid today or continue reading out blog.