Thousands of companies have their documents scanned every day instead of using paper filing systems. Document scanning offers numerous benefits over paper or microfilm:

Reduced Storage Costs

Whether stored at the office or off-site, storing paper is expensive. Scanned documents can be easily reproduced allowing the originals to be shredded, thereby eliminating storage costs. If, however, due to regulatory or business reasons a company must retain the original paper records, they may place the documents in permanent, secure storage to reduce monthly storage fees and virtually eliminate storage and retrieval costs.

Saved Space

Scanned documents are instantly accessible and reproducible and take up no physical space. The recovered space can be used for more productive purposes.

Fast Retrieval

Files can be searched by any word or phrase contained in the documents. Thousands of pages can be full-text searched in seconds, or roughly the same time it takes to open a filing cabinet and begin to look for a document.

Remote Access

Scanned documents are available any time from anywhere. One never has to worry about forgetting or losing a document; travellers, sales people, and telecommuters can rest assured that they can always access a critical document.

Reduced Administration Costs and Increased Productivity

Scanning documents saves time and increases productivity by virtually eliminating time spent filing, finding, handling, and waiting for documents. The seamless integration of the system into business operations eliminates digression from business tasks and improves productivity.

Share Files Easily

Scanning documents reduces distribution costs by eliminating the need for faxing and photocopying, and reducing the need for couriering documents. Scanned documents can be sent instantly and securely in PDF format to hundreds of recipients and scanned documents can be easily reproduced by pressing the print button.

Company Image

Retrieving documents instantly on demand is the mark of a professional and competent organisation. Employees can provide instant information to customers without even leaving their desks.

Environmentally Friendly

Document scanning is environmentally friendly as it reduces the need for paper reproductions and allows infrequently accessed documents to be securely shredded and recycled. Innovative’s customers are provided with an annual Environmental Stewardship certificate based on the estimated number of trees they have saved by scanning their documents.

Improved Security

Scanned documents are digitally archived to reduce the risk of loss or damage to paper or electronic records. Each time a paper document is handled, it is damaged; it can absorb oils from fingers, wrinkle or tear, fade, have drinks spilled on it, or be misplaced. Scanned documents are handled once at the time of scanning, forever preserving their original condition.

Documents are protected by high-levels of electronic security. Communications are encrypted, passwords control access, and users can be restricted to accessing certain folders, documents, or even words! In an office environment, all files are available to everyone.

Disaster Recovery

Innovative’s system integrates electronic data files such as Microsoft Word®, Microsoft Excel®, and Adobe Acrobat® files with scanned documents; this creates a de facto integrated offsite backup system for greater security of digital documents. In the event of a disaster, companies can recover all of their scanned documents and electronic files as well.

No Lost Files

Documents are stored in folders and can be searched by any word or phrase they contain. Sophisticated indexing technology and full-text searching make it impossible to lose a scanned document.

More Time, Less Headache

Document management reduces clutter by taking paper off the workspace and placing it on the digital desktop in an organised and easy to access manner. It reduces the stress associated with traditional paper management systems. This improves morale and increasing productivity by allowing companies to focus on their core business activities.