Records Scanning in Ontario - MES Hybrid


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Records scanning in Ontario can make a huge difference in how your organization operates. You can increase your efficiency and productivity while cutting operational costs. Take a look at this presentation from Kevin D'Arcy, VP of Sales and Marketing from MES Hybrid Document Systems or visit

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Records Scanning in Ontario - MES Hybrid

  1. 1. Records Scanning in Ontario Top Considerations in Vendor Selection
  2. 2. Through records scanning in Ontario,organizations can convert their paperdocuments into digital files. As you canexpect, digital formats provide a wide range ofbenefits over physical records. Usersthroughout the company can accessdocuments easily and readily. In addition,digital files protect information that otherwisecould be lost or damaged in its physical form.
  3. 3. Although the advantages of records scanningin Ontario may seem obvious, you still need tocarefully conduct the vendor selectionprocess. To ensure you make the rightdecision, you should organize your efforts anddevelop a formal framework for your vendorevaluation.
  4. 4. Start by Analyzing Your NeedsIf you’ve ever purchased anything from a professional salesperson,you’ll remember him or her taking the time to understand yoursituation and the needs their solution must address. Then, theymatch an appropriate solution to your requirements. You shoulduse the same thought process.First, think about the records you need to scan. How will you usethe scanned information? How many people and how often will thedocuments be accessed? The solution you need will differ if, forexample, you want to just store your digital files or have themintegrated within your organization’s document managementsystem.
  5. 5. If your records are going to be regularly accessed, you need to consider how they will be retrieved. To make retrieval seamless and fast, documents must be properly indexed after they’re scanned. The indexing part of the process can determine whether your records scanning in Ontario is successful. Given the importance placed on indexing, you should consider a vendor with ample experience in both records scanning and indexing. You may find the vendors’ indexing capability will have an impact on your final selection decision..
  6. 6. Determine the Scope of Your ProjectOnce you know how records scanning in Ontario willaddress your document needs, you should identify yourproject parameters. In other words, you need to provideinformation to vendors about your project so you can getappropriate pricing, service and the right final solution.You should start with your timeline. How fast will you needthe project completed? If your turnaround is tight, youneed to be sure prospective vendors can meet yourdeadline.
  7. 7. What’s the extent of your conversion project?In other words, how many documents do youneed converted and how will they need to beindexed? A well qualified vendor who’s doneample records scanning in Ontario will helpinventory your documents and provide aneasy conversion process for you from start tofinish.
  8. 8. Preparing for Records Scanning in OntarioA good vendor will have an established process for preparing yourrecords for scanning. They’ll also perform a test to ensureinformation integrity and accuracy during scanning and indexing.You need to make sure during your evaluation that each vendorknows how to work with your specific records. The physicaldocuments must not only be prepared in the proper manner, butmust be returned to you organized and undamaged.In many respects, document preparation is the most important partof records scanning in Ontario. It’s better for you and your vendorto spend the time and effort upfront to properly prepare yourdocuments for scanning. Otherwise, you risk having issues after thescanning project is complete.
  9. 9. Completing the ProjectDuring your vendor evaluation, you should have consideredthe scanning and indexing technologies used by eachvendor. This information should provide you will a comfortlevel that you have made the right decision and the projectwill be tailored to your specific requirements.In addition, the vendor’s technology and internal processesmust address quality control issues. For example, you wantto be assured each record will be scanned and nothing ismissed.
  10. 10. Another important consideration in selecting the right vendor for records scanning in Ontario is whether or not they perform the work in-house. If the vendor outsources any of your project, you need to know that upfront so you can evaluate this scenario carefully. In addition, outsourcing increases security risks and the potential for mistakes. The fewer people handling your important records, the better. Records scanning in Ontario can make a huge difference in how your organization operates. You can increase your efficiency, productivity while cutting operational costs. Plus, you’ll be preserving your company’s critical information assets..
  11. 11. Value comes into play when you’re calculating the varioustrade-offs associated with wide format scanners. A lowerpriced scanner may be manufactured with lower qualityparts. In this case, your costs you less to buy the scanner.But, you might end up paying more over time because ofrepair and replacement of parts.When you make your purchase decision for RecordsScanning in Ontario, it boils down to weighing severalfactors that are important to you and your application.When you determine what’s most important, you can thenbegin evaluating different vendors and models to get theright fit.
  12. 12. Kevin DArcy is VP of Sales and Marketing forMES Hybrid Document Systems, Ontariosleading document scanning and documentmanagement supplier. For more informationabout Records Scanning in Ontario, visit