Archives for the 'Scanning Applications' Category
Small Business Scanning is all about Planning
As small businesses grow and attract new clients, one of the main challenges they face is dealing with issues caused by the growing pains that this very success brings. Ways of working have to be adapted without compromising the levels of service being offered, and all this at a time when space in the office tends to be at a premium.
Smaller businesses also have to make sure that they retain their competitive advantage over the competition - often much larger organisations than themselves. These advantages usually centre on the personal relationship they have with their clients and their speed of response, as well as the level of specialist knowledge that they can offer. This is particularly true when it comes to legal and finance professionals where the personal service is the foundation of which their business is built. Having a customer’s files and information instantly accessible is therefore a critical factor in being able to provide the level of service required.
This was the situation that SG Independent, an IFA based in Hitchin, found themselves in. Their business was growing quickly as their reputation grew and it was taking longer to access the various pieces of documentation for individual clients, partly because they were running out of space. What they needed was to be able to find and access all their files at the touch of a button to make best use of their time and, above all, to continue to give the level of customer service that they desired. The solution also needed to be scaleable so that it could grow with them.
Scanning their files seemed to be the ideal solution but while SG Independent needed to be able to search through the files quickly, a fully indexed database seemed excessive in the circumstance. The decision was taken to create the documents as fully searchable pdf files – this would give the speed of access without compromising on quality and would ensure that they could expand the system as their business grew.
“Preview were excellent and recommended the solution which fitted my requirements, both now and going forward,” said Bradley Stevenson. “They focused on what was best for my business and didn’t try to sell me something I didn’t need, which shows that the trust I had in them was well founded. I chose them quite simply because I got on with the account manager who was excellent – in my business, good business relationships are what it’s all about. That’s what I have with my clients and that’s what I got from Preview.”
Now SG Independent has all their documents immediately to hand and is able to continue to deliver the levels of service their customers demand, while keeping their system up to date by adding new files on a regular basis through Preview.
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Document Scanning for Schools, Colleges and Universities
Companies are not the only type of organisations which require document scanning – they just happen to make up the vast majority of the users and so get highlighted most. In fact, scanning is not only beneficial but essential for any organisation where paper records accumulate at an alarming rate and easy access to this information is required.
From our own experience, we have discovered that this particularly the case in schools and other educational establishments where we see the management of paper documents as one of the most frequently addressed issues in school administration. Additionally, because of their specific needs, schools often find they require a service that scans and indexes a whole range of material including student (pupil) files, registers, school reports and other historic material.
Why is this so necessary? Well quite apart from the security and peace of mind of having a full digital record of documents as part of a disaster recovery plan, it also:
- frees up valuable space;
- creates usable databases for alumni and other marketing requirements;
- enables fast and easy responses to reference requests and Freedom of Information enquiries.
All key elements to allow a school to be able to focus on its main role, safe in the knowledge that their records and documents are secure and yet easily available if required.
Of course, security is paramount when dealing with information of this nature and so using police vetted staff (such as we have at Preview) and making sure that documentation is transported in secure vehicles is all important during the scanning process.
The main issue is that schools often don’t realise that this type of service is available and that the whole process can be done quickly and with minimal inconvenience. So I guess it’s in all our interests to take our turn “at the front of the classroom” and help to educate our schools as to the tools that are available to them to make their life easier.
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