4 Benefits of Document Scanning & Imaging Services

7/22/2022

4 Benefits of Document Scanning & Imaging Services

The number of workers who do their job remotely has drastically increased over the last several years, and it’s a trend that doesn’t show any signs of slowing down. With remote workers becoming more common, businesses must be mindful about adapting their practices to accommodate these employees better.

One way you can shift to remote work is through online record storage. Scanning and imaging all your documentation can feel like an overwhelming task, but the benefits outweigh the upfront commitment. Here are four benefits of using document scanning and imaging services for your business.

Quicker Retrieval for Important Documents

If your documents are scanned and available online, they are easy to find with a quick search on your computer. Forget about locating the right file cabinet, sifting through folders, and then shuffling papers to find the right document. Once documents are scanned and available online, they are easier to search through.

When your documents are available online, you can perform a keyword search from your desk to instantly bring up the file you need. This gives you more time to spend on the other essential aspects of your business. Having your documents scanned and available online is a big time saver for companies whose workforce relies on home offices or has limited office space.

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 anytime. Today's business world no longer revolves around routine 9 to 5 days with everyone working in the same location. With today's more flexible work schedules, there is an increased need to access information around the clock. Many employees also work from a home office or on the road.

When your documents are scanned, you can still retrieve information online no matter where you are located. This is especially crucial for the many businesses whose workers are unable to exchange or make copies in a traditional office setting.

Customize and Edit Your Documents As Needed

Paper documents need to stay in pristine condition, and if multiple people use them, 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.

Create Backups for Critical Documents

If you’ve ever accidentally lost or damaged an important document, you’re not alone. Unfortunately, lost and damaged documents are an all too common workplace occurrence, so having all your essential documents securely backed up is a crucial layer of protection. R4 Services prioritizes the safety of your company’s information, and all of our document management is fully HIPPA compliant.

Scanning & Imaging Services with R4

The way of doing business continues to change, and having a solution like R4’s document scanning and imaging services is just one way to ensure that you’re prepared for the new work landscape and future changes to come.

For more information, contact us at 773-843-3915 or orders@r4services.com.

Other R4 Services Solutions include:
Document Management
Shredding Services
Destruction Services
Hard Drive Destruction
Electronics Recycling
Vault Services
Indexing
Disaster Recovery
Web Access

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4 Ways Cloud Document Management Can Help Your Business

3/18/2022

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We all know what it feels like to not have access to the information you need when you need it. When you need certain documents at a specific time, you should have instant access to them. If your business still relies primarily on physical documents, you likely won’t have access to all your documents whenever you need them. That’s why it’s important to invest in a cloud document management system that provides complete records management quickly and efficiently via the web. Let’s take a closer look at what a cloud document management system is and how it can help your business.

What is a Cloud Document Management System?

A cloud document management (CDM) system is a web-based service that stores and manages all your important documents and information. To put it simply, CDM allows you to store files and company documents and access them at any time from anywhere in the world.

Having that kind of accessibility is a significant benefit to any business, but let’s look at four other specific ways CDM can help your business.

Cloud Document Management Saves Your Business Money

If your business is still heavily reliant on physical documentation and storage, you’re likely incurring several regular expenses that could be greatly reduced by switching to CDM. On-premise storage like cabinets and desks can be costly and take up a lot of space in your office. Additionally, printers, copiers, and fax machines can be significant investments, especially when considering the cost of inks, toners, and paper needed to operate each device.

By using a CDM system, your business can substantially cut back on such costs. Things like filing cabinets, printers, and copy machines can all have pricey upfront costs that need to be paid in full regardless of how much they’re being used in addition to the cost of regular maintenance and supply needs. With a CDM system, you’ll be charged a flat monthly or annual rate that you can easily upscale or downscale as your company’s needs change.

Cloud Document Management Makes Collaboration Easier

As already mentioned, CDM allows you to access your files and documents at any time from anywhere. Moreover, everyone in your organization will also have access to company documents as well. This is particularly important as more people have started working remotely. A CDM system ensures that every employee has access to the documents they need whether they work in the office or work remotely.

A CDM system also makes collaborating on projects much easier than using physical documents. A CDM allows team members to simultaneously work on projects together regardless of where they are. This is especially useful if your team is working on a proposal or a report that requires insights from multiple team members or if you ever need to make revisions to a coworker’s project.

Cloud Document Management is Secure

We all know the saying “accidents happen” and businesses are prone to any number of accidents happening in the workplace. Important documents can get lost or damaged with no way to recover them. Office spaces are susceptible to damage from natural disasters and fires and water damage can ruin any on-site documents. This can be especially devastating if your business doesn’t have a disaster recovery plan in place.

By storing your documents in the cloud, you can rest easy knowing that your important information is protected and immune from any natural disasters. Cloud storage offers multiple layers of security and comes with backup and recovery options to give you extra peace of mind.

Cloud Document Management Reduces Clutter

Perhaps the most obvious benefit of CDM is that it doesn’t take up any space in your office. Anyone that’s worked in an office before knows how quickly files and documents can start piling up around them. With CDM, cluttered workspaces can be a thing of the past as all of your documents are stored in the cloud and can be easily accessed within seconds.

Looking to cut down on clutter at your office? Check out our document shredding services! We can send a shred truck to your business to help you get rid of outdated documents and free up space in your office.

Cloud Document Management with R4 Services

No matter what industry you’re in, CDM can help you in all the ways discussed and more. R4 Service’s web access software can enhance the management of your organization's records stored offsite. For a complete demonstration, contact an R4 representative today!

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8 Reasons Your Company Needs Scanning Services

1/4/2018

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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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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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