Category: Document Scanning And Imaging Services

8 Reasons Your Company Needs Scanning Services

1/4/2018

These days a lot of companies prefer digitizing their records to increase efficiency. Businesses are expected to run as smoothly as possible, cutting fat wherever they can and spending less time on small tasks. One of the best ways to unlocking your business' full potential is to utilize scanning and imaging services. There are many benefits to doing this and the best part is that you don't need to purchase expensive, fancy equipment -- we'll do it for you. There's no need to cause a hiatus in your busy work schedule. Here are 8 great reasons you should consider scanning services:

Digitizing your documents will free up valuable real estate within the office. Empty out the boxes of files from that corner office and put it to better use!
Access your documents from anywhere at any time. If you're on the road, on a job site or working from home, you can access all the files you need via web browser at any trusted computer.
It's secure. Set up custom security protocols with each individual document, from IP address limitations to time limitations. Customer files are backed up nightly and are monitored 24/7 by a Network Operations Center.
Sensitive info is safe from disaster. Natural or otherwise, if the worst should happen to your office, you can rest easy knowing that your digitized documents are safe and off-site, minimizing the time it takes to get back up and running.
Create custom search and viewing options. No more sifting through piles of paper to find what you need! Just type in the appropriate keywords and go. You can also add notes, flags and reminders to documents before printing them.
Use the direct email and fax capabilities. Send documents directly to recipients within the digital database to save time and effort.
Simultaneous access is possible for multiple users. Do multiple people need to read through the same files? They can all have digital access at the same time, saving money in printing and copying costs.
Lastly, it's fully HIPAA compliant.

Not every document needs to be digitized. If you are not going to utilize it, there is no point in scanning it into the system. Archival paperwork is better left in its original hardcopy form until it is time to destroy it. We offer storage and destruction services as well, covering all bases of your document management needs.

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4 Reasons Why Having Web Access to Your Records & Information Assets Can Make your Business More Efficient

7/7/2017

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Many perks come from having your records and information digitized and on the web. Not only is it a great penny saver in the long term as it reduces storage cost, it will also help your business run more efficiently.

With web records, you can access documentation remotely. If your documents live online, you can log on to access them wherever there is internet and by anyone that is deemed an approved user with a password. For businesses with multiple locations, traveling employees, or simply work that needs to be done remotely, web access to your records can be a strong asset to your company.

The system is easily navigated. No more time spent rummaging through piles of unorganized paperwork. Digital documentation has special features that will allow you to create thumbnails on documents, making your files easy to navigate and pull upon request. With a quick search, you can locate the document that you need.

The tools on web access are great for annotating. You can add text boxes, make highlights, and strike through text. All of these edits and markings can be made without altering the original image.

With your documents on the web, you are saving space. That means if your documents are stored in-house, there’s more room for you and your business to spread out and focus on important tasks.

Efficiency can make your business stand out and save you time and money. Transferring your documents over to web access has proven to help offices all over run more smoothly and more efficiently.

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4 Steps to A Successful Document Imaging Plan

6/23/2017

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Business today is executed digitally. Your organization is expected to do more with less. One way to accomplish this and stay in tune with business is through digital records management, and guess what? You won’t have to invest in any new technological equipment. Digital imaging creates digital files of all that paperwork floating around your office. Use these 4 easy steps and say goodbye to piles of documents that you just can’t seem to find when you need them the most.

Decide, is digital imaging right for you? Think of all the times you were looking for that one document when a customer arrives and you can not manage to find it anywhere. Document imaging is great for those items you frequently retrieve. Or how about when you and your co-worker need to use the same document at the same time? When digitizing, you can share documents. This goes for sharing documents with people in different physical locations—you can easily share the digital version via email or fax. Digitizing paperwork will foster a better workflow, as you can simply complete custom searches, utilize different viewing features like zooming, panning, and rotating, and create flags.
Digitize what you need. Not everything needs to go digital. If you are not going to retrieve the document or utilize it, there is no point in digitizing it. Archival paperwork is better left in its original form until it is time to destroy it. It is not time or cost effective to digitize paperwork that you will never use.
Hand it over. Once you have an understanding of what digital imaging can do to improve your business and decided what needs to be digitized, you hand over the paperwork. We then work to scan and digitize your images and place them in a secure environment.
Integrate. Now it is time to integrate this new system into your workplace. Install the software, create accounts for your employees, train the staff on the new system and begin using your documents digitally. Upfront, there is time and money that will need to be invested in the process but there are great benefits in the long run. In many industries, digital records are becoming the standard. Begin the steps to improve your workflow today.

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How Accessing Your Documents Online Can Save You Time, Resources and Money

4/6/2017

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We all know what it feels like to not have access to the information you need. When you need certain documents at a specific time, you should have instant access to it. That’s why it’s important to invest in web-based software that provides complete records management quickly and efficiently via the web. Here’s how accessing your documents online can save you time, resources and money:

With a web browser, you can complete key functions online from anywhere in the world. When you invest in document scanning and imaging services, you can perform your own data entry, both at the box and file level, request and retrieve boxes and files, request pickups and returns, process items for destruction, process items for permanent withdrawal and even order empty cartons.

With these features, you’ll have a better grasp on your daily operations, and your company’s organization and efficiency will improve. Find a records management system that you can trust and provides online access to the documents need, when you need them.

R4 Service’s web-based software can enhance the management of your organization's records stored offsite. For a complete demonstration, please contact an R4 representative via email or by calling us directly at 773-843-3900.

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Insource or Outsource? 3 Ways Outsourcing Your Next Document Imaging Project Could be Cost Effective

12/19/2016

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Developing efficient document scanning and imaging procedures at your company is a project that takes time, focus and energy, and could become a costly project. To keep pace with today’s competition, being organized with your documents is a crucial first step. Document imaging is a great way to get organized and have easy access to your data, but the question is whether or not to outsource to professionals. Here are a few advantages to outsourcing your document imaging:

Costs
It’s important to carefully weigh your options and to consider whether outsourcing is more cost-effective. Keep in mind that you may not have the software, the expertise about the infrastructure, and setup tools to implement an efficient document imaging procedure. A vendor will likely have a solid and streamlined process and can get your image scanning started right away.

Easy access
When you partner with a provider like R4 Services, you will have easy access to all of your data anytime, anywhere. Our document scanning and imaging services improve workflow benefit, frequent document access, and access from multiple locations, such as your desktop and web browser.

You get a trusted professional.
Outsourcing to a vendor means you will work with someone that has a solid understanding of the technology, expertise and knowledge when you need it most, and decision-making abilities when it comes to infrastructure.

As you get ready for the new year, consider outsourcing your document scanning and imaging services to a trusted provider like R4 Services. You’ll receive secure, efficient and immediate access to your organization’s business documents. Upfront costs to outsource these services may seem costly at first, but in the long run, it could be an efficient long-term investment.

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3 Reasons to Use Document Scanning Services

7/1/2016

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Scanning all your documentation can feel like an overwhelming task, but the benefits you will receive outweigh the upfront commitment. Here are 3 reasons to use document scanning services:

Quicker Retrieval
If your documents are scanned and available online, they are also easily searchable. Forget about locating the right file cabinet, sifting through folders, and then shuffling papers to find the right one. Once documents are scanned and available online, they are easier to search through. Right from your desk, you can perform a keyword search to instantly bring up the file you need. This gives you more time to spend on other important aspects of your business.

Access from Anywhere, Anytime
A physical piece of paper can only exist in one location, but a scanned document is available to you anywhere and at any time. Today's business world no longer revolves around a routine 9 to 5 day with everyone working in the same location. With today's more flexible work schedules, there is a bigger need to access information ‘after hours’. Many employees are also working from a home office or while on the road. When your documents are scanned, you can still retrieve information online no matter where you are located.

Document Mark-ups
Paper documents need to stay in pristine condition, and if they're used by multiple people, you can't make personal notes. But with an imaged file, you can add notes to a document and insert reminders or flags before you print. Scanning allows you to retain the original version of the file, but also have an additional copy that is custom to your specific needs.

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Solutions for ALL Businesses

8 Reasons Your Company Needs Scanning Services

4 Reasons Why Having Web Access to Your Records & Information Assets Can Make your Business More Efficient

4 Steps to A Successful Document Imaging Plan

How Accessing Your Documents Online Can Save You Time, Resources and Money

Insource or Outsource? 3 Ways Outsourcing Your Next Document Imaging Project Could be Cost Effective

3 Reasons to Use Document Scanning Services

Archives

Categories

Solutions for ALL Businesses

8 Reasons Your Company Needs Scanning Services

4 Reasons Why Having Web Access to Your Records & Information Assets Can Make your Business More Efficient

4 Steps to A Successful Document Imaging Plan

How Accessing Your Documents Online Can Save You Time, Resources and Money

​Insource or Outsource? 3 Ways Outsourcing Your Next Document Imaging Project Could be Cost Effective

3 Reasons to Use Document Scanning Services

Archives

Categories

Insource or Outsource? 3 Ways Outsourcing Your Next Document Imaging Project Could be Cost Effective