Paper records can quickly become a nightmare for organizations that are growing, especially as we live in an increasingly paperless world. Filing cabinets can take up valuable space, employees spend time searching for documents, and sensitive information can be difficult to organize and control. For businesses throughout Minneapolis, St. Paul, and Eden Prairie, professional document scanning and electronic document management provide a practical way to turn paper records into accessible, organized digital information.
indigital, Inc. has provided document scanning and document management services since 1994, working with organizations ranging from small businesses to large corporations in order to make things simpler for them.
Its services help businesses digitize paper records, organize scanned files, and create document management workflows suited to how their teams actually access and use information.
Professional Document Scanning And Imaging
Digitizing records is more than simply running paper through a scanner, despite what people think. Documents need to be prepared, captured clearly, named consistently, indexed appropriately, and delivered in a format that supports long-term retrieval.
ingital provides professional document scanning and imaging services in Minneapolis, converting paper records into high quality digital images. Files can be scanned in black and white, grayscale, or color and delivered in a range of formats, including PDF, TIFF, and JPEG. This company handles standard business documents as well as legal size materials, large drawings and plans, bound books, binders, microfilm, microfiche, and engineering aperture cards.
For organizations with years of accumulated paperwork, this approach can turn a large-scale digitization project into a structured process rather than another administrative burden.
Scanning To PDF For Easier File Access
Scanning to PDF is a practical starting point for organizations looking to move away from paper, and into the digital world. Digital PDF files can be organized into existing folder structures or incorporated into a broader electronic document management system.
indigital can apply consistent file naming and indexing during the scanning process. More advanced projects can incorporate key index fields, metadata, data matching, OCR, and barcode capture to make documents easier to identify and retrieve than ever before.
Instead of searching through filing cabinets for specific records, authorized employees can locate digital information through an organized electronic system. Multiple team members can also access documents without passing a physical file from desk to desk.
Building An Electronic Document Management System
Scanning is only one part of effective document management, though. Once records have been digitized, organizations need a logical way to store, retrieve, and control them.
This company works with clients to determine how documents should be prepared based on indexed factors such as whether files are active or not, who needs access to each file, and whether certain records require restricted permissions. The resulting files can then be delivered for use within a Windows-based folder structure or integrated with a document management solution.
Moving to electronic document management can help organizations reduce physical storage requirements, improve file retrieval, support collaboration, and create an overall more consistent process for managing business records, which is sorely needed these days. Digital access can also help reduce the disruption caused by misplaced or inaccessible paper files.
Legal Document Management
Law firms and legal departments constantly manage large volumes of case files, contracts, exhibits, correspondence, and so much more. There are so many records, and finding a specific document quickly can be important when preparing for a meeting, reviewing a matter, or responding to a request.
Document scanning and indexing can turn heavy paper based legal files into organized digital records that are easier for authorized personnel to access. OCR can also help make scanned content searchable, while consistent naming and metadata provide additional structure.
As such, for law firms looking to modernize their records, professional scanning provides a way to move paper files into an electronic environment without requiring staff to handle the entire conversion internally and without the right tools.
Healthcare And Medical Record Scanning
Healthcare organizations arguably have more demanding document management requirements than any other industry out there. Medical records have a large amount of information included in them, and records may need to be organized according to the needs of an organization’s electronic health record system.
indigital has extensive experience scanning inactive, active, inpatient, outpatient, and deceased medical records. Documents can be indexed at the necessary level depending on the requirements of the healthcare organization, while meeting the correct ANSI and HIPAA requirements.
If your organization is ready to reduce paper storage, improve access to records, and establish a more organized electronic document management system in Minneapolis, indigital can help turn physical files into usable digital information, bringing you into the future.