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


Patient record scanning

Patient Record Scanning

The NHS has reiterated it’s commitment to digitise all patient records by 2015.  So what should they look for when choosing a supplier to digitise these confidential records?

Scanning bureaus like Cleardata offer secure document scanning services, accredited to ISO27001 for Information Security and ISO9001/2008 Quality Management Systems.   All documents are handled in a secure environment protected by biometric finger print entry, Redcare security, early smoke detection alert systems and water protected document storage.  Documents are fully managed onsite and can also be confidentially destroyed onsite (if required) after scanning.

The NHS should  consider who’s got access to the patient records.  Employees should be checked by Disclosure Scotland.  Bureaus should also offer zoned areas in  premises,  only allowing authorised staff to access key records.

Scanning quality and document output type is also a key area.  What scanners will be used to digitise records?  High quality resolution scanners like Kodak’s i5800 provide the best quality scanned images and also ensure no double feeds are captured.

Cleardata offers 200% quality checking for scanned images, to offer the highest quality service.   Data can be output in any required format to ensure compatibility with any back office system.

For further details on Cleardata’s Patient Record Scanning call 0800 046 8081 or visit www.ukdocumentscanningservices.co.uk

Cost saving document management solutions for the public sector

Local authority and public sector organisations currently have  business transformation at the top of their agendas, with cost savings crucial in the current economy. Document management should be a key consideration for the business transformation process.  Paperless offices can bring significant costs savings to the public sector, through less manual processing, freeing up both staff time and valuable office space.

Scanning paper records combined with the latest mobile technology and software solutions can create efficient document management workflow, automate invoice processing,  give back office staff live access to field workers job information, intelligently capture data and back up key records.

What sort of records can be handled?  Any type of paper record can be scanned and indexed, for example:-

  • Personnel and HR records – staff information is sensitive and must be handled with care.  Digitising HR records can help organisations find employee records faster and help comply with the data protection act.   E.g. leavers records can be scanned and found quickly  if a reference is requested from a prospective employer, freeing up valuable office space.
  • Financial records – invoices and financial documents can be digitised on arrival, capturing and extracting key fields for direct important into existing finance systems.  Automated AP software can cut invoice processing time in half , reducing wasted staff time, improving accuracy and financial reporting information.
  • Paper Surveys – can be diverted to a virtual mail room, scanned and indexed on arrival and uploaded to an on-line hosted document management system.  Key fields can be extracted using intelligent capture software.
  • Paper Forms –  reporting customer call information e.g. health and social care, highways, environment or education,  can be a lengthy process, using up valuable staff time.   Digitally hosted forms can help reduce staff time recording details, increase accuracy and security and improve the overall customer experience.
  • Drawings and plans – large format drawings and plans can be scanned and indexed by record number and returned in digital format.  This can help protect old drawings, e.g. highway records and help find drawings faster, using a simple keyword search tool.
  • Claims management – claims forms can be handled and received via a digital mail room and uploaded to an on-line hosted document management system.

How scanning and document management solutions can help?

Cost savings – document management costs are often overlooked.  Examine how much is spent on document storage, office space, stationary, paper, telephone calls, printing and postage costs within your organisation.

Staff Time  - Consider how much time is spent by office and field based staff and clients completing paper forms and processing information?  How many paper records are lost and how much time do you spend searching through paper?

How secure is your data and who has access to your paper records –  Where are your paper records kept? Are you complying with the data protection act?

  • Once digitised, documents can be uploaded to a secure on-line hosted document management system, enabling flexible access from anywhere to authorised staff.
  • Only those with authorisation can view the documents, providing secure, compliant document management for your organisation.
  • A full document audit trail is provided, with staff able to upload documents in their native format, helping your business to be compliant.

 For further information visit www.ukdocumentscanningservices.co.uk or call 0800 046 8081.