Digitalization: The Economical Solution
Nowadays, companies of all sizes are looking to digitize. People are on the move and want to access their information whenever, from wherever, while also keeping it safe in case, heaven forbid, disaster should strike.
Want to make room or downsize? Want to clear out some older stuff without actually getting rid of it? Want to get the information on the cloud so that your staff can access it while traveling for business or working remotely?
Digitizing may very well be the answer to your prayers.
But, you ask, what about quality? Legal value? How fast can it be done? How safe is it? Can I get rid of the paper piles?
All valid questions, indeed. So let’s take it one step at a time:
- Quality? Superior, if you entrust the task to a certified professional.
- Legal value? Intact, if you entrust the task to a certified professional.
- How fast can it be done? Well, it depends on the number and the quality of documents that need digitizing, but pretty quickly, if you entrust the task to a certified professional.
- How safe is it? Very safe, so long as you entrust the task to a certified professional.
- Can I get rid of the paper piles? Sure, but only… you guessed it… if you entrust the task to a certified professional.
Notice a theme?
To scan or not to scan… inhouse: the issue of quality
You might’ve been thinking “Maybe I can get my secretary to scan all this stuff when business is slow; that way, we can save money”.
The short answer to that is “NO”. Why?
Because you would be sacrificing quality, speed and legal value, and you would still be stuck with all the paper (so, basically, you are still at square one after all the time and effort… and you thought you were saving money?).
A certified professional uses specialized, state-of-the-art equipment and OCR software, can process up to 600 images per minute, and guarantees the work. So, even though the price may seem steep at first glance, it is a much better investment than paying a full-time employee for a piece-meal job that may or may not be adequate, complete or legally sound.
You mentioned OCR. What is that, exactly? OCR stands for Optical Character Recognition. It means that you will be able to apply word searches to the digitized documents, and even modify them. Without this, every page would basically be a photo, and quite useless for your purposes.
Using digitized documents: the issue of legal value
With quality, comes legal value. If you’re looking to reduce the physical paper clutter in your office, scanning is a good option, but it needs to be done right.
If you simply scan something with your basic desk-top scanner, you may have a searchable document at your fingertips, but it might not be recognized legally. So if a situation came up and you needed an original, you could be in trouble.
Your best option is to have your official documents digitized by a certified professional. They have the technology… and they can do it better and faster. They also know which documents can or cannot be disposed of.
Clearing the paper piles
Furthermore, you can let the certified professionals take care of destroying the paper files for you, using a confidential mobile certified shredding service.
Entrusting your documents to a certified professional: the issue of safety
Confidentiality and protection of personal information are an everyday concern in this digital age. Not only do the experts know how to apply the most stringent rules and safety precautions to ensure that your documents will be safe and secure, but they are also certified by governing bodies that keep them in line every step of the way.
Jul Solutions: a certified professional that is up to the task
You need to digitize your documents to a format that is searchable, high-quality and legally sound, while ensuring confidentiality and privacy of your data. It’s time to take the plunge, and you need an expert you can trust to get the job done well, quickly, and as economically as possible.
Jul Solutions is at your service with specialists who have the necessary knowledge to make that happen, heavy-duty state-of-the-art scanners, and trained, efficient staff that will handle everything impeccably. We will even scan a couple of test boxes to show you what you can expect.
Call us for more information, or to schedule a pick-up: 1 800 463-2849.