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Online Document Hosting and Retrieval Options

Once your files have been scanned how are you going to find them again ?

Although this seems quite a simple question it's one many people fail to ask themselves. Do you want to use a document management system ? an online retrieval system, a cd retrieval system or a simple windows folder structure on your PC, or do you simply want to store your scanned documents away securely.

There are a number of questions you need to ask yourself before you can decide.

How many times do you want to retrieve your scanned files ? In other words, will you be looking at the scanned files daily, weekly, monthly or not at all.

What type of files are they ? personnel files need to be accessed regularly however leavers files can be scanned and stored away indefinitely.

Converting your paper documents to electronic documents by scanning them does NOT mean that you will need an expensive document management system. Download our information sheet on the subject to determine whether you need one or not.

In a sense, Microsoft Windows IS a document management system and depending on the volume involved, the type of files you want to scan and how you intend to use the scanned files, you might not need anything else.

For example, if the documents you are looking to scan are archived purchase ledger invoices which will never be looked at unless you are investigated by Inland Revenue or Customs & Excise, there is no need for an additional system. We can scan in a format that you will be able to view with your existing software.

On the other hand, if you are looking to improve the efficiency of your accounts department and want invoices to be scanned the moment they are received so the image is used instead of the paper copy throughout the approval and payment process, then we would suggest an invoice processing system.

If you or your employees are out of the office a lot and need constant access to important documents then from a security point of view eFILE-it could be the solution. By not keeping important documents on your laptop, you are minimising the risk of losing all those electronic docs if your laptop gets stolen. Papershrink can also scan straight into eFILE-it and your docs will be available whenever you go on the internet. Because we scan to PDF you can email documents straight from the internet straight to your client. Handy if they lose their invoice.

We can help you determine what is best for your situation and recommend a suitable system and/or scanner. If you DO need a document management system, Papershrink works in collaboration with a variety of developers and we will recommend the application and equipment we think is most appropriate.

Click here to download this fact sheet >>>

Get in touch with Papershrink to just discuss your options.

0844 414 0650

scanning@papershrink.co.uk