Drawing management – can large format scanning help your business?

Architects, Utility Companies and Engineers all have to consider drawing management as an Drawing Scanning 300x157 Drawing management   can large format scanning help your business?essential part of their daily business.  Finding key drawings for operational works is an important factor.  Location and schematic drawings may have been produced many years ago, but are often vital to ensure  the latest job or project is carried out safely and effectively.

Problems with finding the correct drawing from an old archive room can seriously slow down important projects.

Large format scanning can drastically improve drawing management, speeding up the process of finding key drawings. Once scanned, drawings can be indexed and searched by any key field, using a simple keyword facility. References such as location, drawing number, date or operations reference can be quickly entered to instantly source the correct drawing from your desktop.

Business continuity should be a consideration for all businesses.  Once digitised drawings are protected and backed up for the future, no more ripped, damp or faded drawings with dog eared corners to fend with!

Scanning bureaus like Cleardata uses the latest in large format scanning technology.  The scanners pick up feint pencil marks and digitise to the highest resolution. Drawings canalso be uploaded and stored in a secure on-line document management system, enabling access from any location.

For further information or to calculate your costs please call 0800 046 8081 or visit Cleardata’s Large Format Scanning Pages, try our online caculator tool.  http://www.ukdocumentscanningservices.co.uk/large-format-scanning.htm


HR headache? Two paracetamol? No, just go digital!

What’s causing your HR Headache?

HR Headache1 260x300 HR headache? Two paracetamol? No, just go digital!

Employee records are probably up there in the mix, whether its filing records, finding them quickly, sorting through  for interviews or appraisals, dealing with leavers records, or simply how to store your records securely.   I’m sure you’ve all reached for the paracetamol at some point.

Document Scanning could solve your problems and at the same time save your business a bit of money along the way.

Lets take leavers records as an example.  Most companies have to deal with these. In a large business you may frequently get reference requests and need to respond to them quickly.

How much time does your HR team spend finding these records?  A trip to the archive room, a few phone calls to find out when they left, entering the data into a reference.  Well, here’s how scanning and a low cost document management solution could help.  Let a bureau like Cleardata scan your leavers records for you, index and upload into the document management solution for you to access, as and when you like.  A simple keyword search will do, you won’t even need to move from your chair….and relax!

Paper time sheets can be another pain point.  Manual data entry of all those numbers.  Did you know that the latest scanning software can recognise handwritten text?  Some scanning bureaus can also help redesign your sheets and forms, to ensure a high scanning capture rate.  You’ll be king of your HR castle in no time, reduce manual data entry, improve data accuracy and save some serious dosh at the same time.  I can see a promotion coming your way.

Finally, just a word about data security.  Are your records really under lock and key? Did you lock the filing cabinet last night?  Once scanned, your records can be stored in a secure document management system, with access permitted at a user level.  Instead of having ten staff with access to all your filing cabinet shelves, only give access to the files or documents as required.  At the same time, tick all your data protection compliance requirements and receive a fully managed audit trail.To get started visit www.ukdocumentscanningservices.co.uk

Looking to reduce your business processing costs?

Are you looking to reduce your business paper processing costs? reduce processing costs 300x210 Looking to reduce your business processing costs?

Start the New Year by analysing your existing paper processes and consider scanning and outsourcing as a solution to help reduce your costs.

Many companies use paper forms to obtain customer data,  and processing/capture can be a costly drain on your business. Paper forms can produce large amounts of manual data entry to capture important information into key systems for processing and analysis.

How to assess your costs for paper forms and processing…

This can be a challenging task for a large company, but make a start by auditing all your existing paper forms.

  • How many different forms, versions and types do you send out per month?
  • What are your monthly printing, postage and stationary costs?
  • How many staff are processing these forms?
  • How much time is spent on average digitising  and processing the information?
  • Are various teams/departments spending time entering duplicate data from multiple forms?

Manual data entry can cause problems such as:-

  • Inaccurate information due to human error
  • Wasted time – multiple users and departments entering duplicate information from different form types
  • Inconsistent data entry – causing problems for analysis and reporting

What alternative solutions are available for paper processing?

Document scanning can help reduce your processing costs, removing manual data entry from your processes.

  • The latest scanning technology, combined with clever form design and intelligent capture software can be used to process your paper information more efficiently and improve data accuracy.
  • Bureaus like Cleardata can help design forms for you with scanning capture in mind. Cleardata  scans and captures documents day in day out, enabling us to provide expert advice for the best form design for optimum scanning capture.
  • Bar-codes can also be used on forms, e.g.  surveys or application forms,  to pre-capture  certain fields and information, immediately reducing processing costs and improving consistency of entered information
  • Scanning software can transform paper records into searchable digital data.  Information can be indexed by key fields and exported for import into your own systems.
For further information on document scanning and data capture visit www.cleardata.co.uk