Modernising Business In The Recession With Document Scanning

Many businesses are no longer in business and thousands more will be gone whilst I write this short article and many of those that have already gone have been very surprising. Once titanic business here in the UK such as Woolworths and Habitat have struggled to maintain strong positions in their markets, and have subsequently either gone under or have disappeared from sight whilst new figures are showing the likes of HMV and even Tesco are struggling right now and are making huge losses.

One of factor which could potentially play a large part in the way that these businesses operate, with many exceptions of course, is modernising in a troubled world. In some ways one seems a total paradox of the other and yet this is something that a lot of businesses could benefit from. Document scanning is one of many ways that a lot of business could lower outgoings and improve their productivity and overall workflow.

It might seem a little old hat on one hand, but when you look a little closer it makes increasing sense. Having your documents converted to a digital format will make a lot of improvements with very few downsides.

Firstly document scanning is a relatively cheap service which costs as little as a penny per sheet, and yet it is still a service that is a very good secret. Having documents converted to digital formats can improve businesses in many ways. Efficiency can be improved vastly while, printer and paper costs can be reduced and space can be saved through disposing of no longer needed paper files which are usually kept in overly bulky cabinets.

Because staff would be able to access documents very quickly from their computer systems, rather than having to go through filing cabinets trying to find what they need, more time is saved and more work can be done. It has also been widely acknowledged within the facilities management area that this can also help with staff morale considerably. Because staff are getting more work done, this means that money is being saved when compared to how long it would take them to search and find documents in storage or cabinets. It might sound picky, but in times like this, every little helps.

If your company is storing documents in a document storage facility that charges on a monthly basis then this can be cut out completely. Because the documents will be on your own systems you’ll be able to access them anytime, removing the costs on an ongoing storage service and retrieval fees. For the likes of law firms and public sector organisations this can be a considerable money saver.

Document management software is often included with fairly large document scanning orders, and this type of software is usually designed to be as simple and easy to use as is possible to avoid any hiccups when it comes to staff using the systems. They’re usually made for everyone, from people with 5 minutes experience of computers, right up to power users.

How to Convert PDF File to Word Document

PDF to Word Converter is a program made to convert PDF file to Word with just one click. It also allows you to transfer as many as 200 PDF files in a batch and convert it at the same time. The generated document from PDF read-only files such as the original layout, tables, images and text content can be edited and reused and its original format is preserved too. The Portable Document Format converter also transfers these files to text document. Converting such file is easy. The following steps below should help you get more information.

Step 1: If you have basic knowledge of how to use a computer, then follow these step-by step instructions. You need to download and run the PDF to Word Document Converter. Double click the program icon on the desktop or select it from the start menu.

Step 2: Select the files you want to import. You can covert as many as 200 files by batch. Look for the Add PDF icon and click on it. Then select the ones you want to convert. If you want to convert all the files on the list, you can press Control button and A together on your keyboard to automatically select them.

Step 3: Now you are ready to convert the files. Just click on covert. This may take a few seconds. These files can be viewed in the default output path. With just 3 steps, you can easily complete the task.

PDF to Word Document Converter has the following features:

It is easy to use. Acrobat Reader and Microsoft Word are not included in installation. The images, text, tables and hyperlinks are preserved from how it is displayed in the PDF after converting. It also lets you Convert the selected pages in the PDF or the whole PDF file itself. You can transfer as many as 200 PDF files by batch at one time making your job easy, fast and efficient.

What Kind Of Software Should You Use To Convert PDF File To Word?

If you are looking to convert PDF file to Word, then you need to pick good software to help do the necessary conversion. Fortunately, there is a good such software that will do the required work in an easy to use manner. All you need to do is start up the software after which it will do the rest for you in double quick time.

This particular convert PDF to Word software allows you the luxury of importing all your PDF documents in batches of as many as two hundred files and then it will do the necessary conversion in one go. Such software will also help you complete many other things with your PDF.

You can, for example, extract original layouts and you can extract text and tables as well as images from a read only PDF file and then the software will generate a Word file that is reusable and editable. Besides converting the PDF file to a Word file, such software is also able to convert the PDF file to text files as well.

When it comes to picking the right software, be sure to look for a few useful features. For one, you need to pick software that has an interface that is user friendly and easy to use. You also need to ensure that the quality of conversion is very good and that the conversion can be completed at very high speeds.

You will also want to check if the software is able to process batches which mean that it must have the ability to convert multiple numbers of PDF files at one time. In addition, you should also look for features such as converting select pages or the entire file. It should also be able to convert encrypted files, provided you enter a valid password.

Once you find the right software, you should then find out how to use it. For this, you must look for those software programs that come with step by step guides.

Getting Started With Document Management

Many businesses turn to electronic document management because their paper files are getting out of control: taking up too much space and making it too hard to find the records you need. Classic examples include schools or medical offices, but many other businesses can benefit as well, from small one or two-person organizations to Fortune 500 companies.

But, once you’ve found the perfect document management system, what do you do with all of that paper? Who scans and when? Considering all of your options can make the transition to a paperless office easier.

To convert or not to convert?

It’s important to understand that you don’t have to start a document management solution with a total conversion of all your old paper files. There are three ways to transition from paper records to electronic: back-file, on-demand or scan-forward method. And you have to decide whether to do the scanning yourself or enlist help. Your budget and available resources will determine which method is best for your business.

Do your own scanning.

If you have the time and space, scanning your own documents is the simplest and most affordable way to convert your paper files. Most companies have someone go through their paper files to remove staples, paperclips and duplicate copies before anyone starts scanning. While you have the file in your hand, why not scan?

“We recommend that our clients do their own scanning, if possible,” explains Leslie Haywood, CEO of a web-based document management company. “Only someone involved in their business can tell which paper REALLY needs to be archived. Why spend time and money on duplicate records or documents you are no longer required to keep?”

Back-file. Back-file scanning or batch conversion is the most immediate and most expensive option. It involves scanning large quantities of records at the same time. Businesses eager to start taking advantage of a new document management system sometimes choose to scan their entire archive, feeling that the extra cost is justified by the ability to access all their records through the new system. But, that may not be necessary.

“The summer we started using a document management system, we had our teenage daughters come in and scan two days a week,” explained one insurance agent in Raleigh, North Carolina. “It was a great way for them to make some extra money and it allowed us to keep our documents on-site and under our control. They scanned in everything that came in the office on Tuesdays and worked on our old files on Thursdays. It took the entire summer, but it was worth it.”

On-demand. The on-demand method is a more gradual, less disruptive approach. Instead of converting all paper records at once, a system is set up where every time a paper file is accessed, it gets scanned into the system. The electronic document replaces the paper record from then on.

This approach is popular in medical applications: every patient who visits gets their record scanned into the computer. You don’t have to pay a scanning service to set you up, and it can also help weed out records that can be archived separately or discarded: if some records haven’t been accessed after two years, they may be good candidates for long-term storage.

Scan-forward. In a scan-forward implementation (also known as “day forward” or “forward scanning”), a cut-off date is chosen after which all new documents will be scanned. This approach means you can get started much more quickly since there’s no delay while a backlog of paper is scanned. Once you feel comfortable with the document management system, you can decide to start scanning older files. The scan forward approach isn’t for everyone, though – for some businesses, access to paper files is essential. In those cases, you may want to consider a scanning service.

Hire a scanning service.

To process years worth of old records, you’ll probably want to hire a scanning service. You can either ship your records to their facility, or have them come to you with a mobile scanning setup. These services have the best in high-speed, automatic scanners, making it possible to scan hundreds of thousands or millions of records in reasonable amounts of time.

You can ship your documents to the scanning service or you can pay for them to come to you. That can cost more, but if your files contain highly sensitive material, it can be reassuring to keep them on site. Once the documents are scanned, the scanning bureaus can provide CDs of the resulting images or put them directly into your document management system. They’ll can also destroy or return your paper documents, as you prefer.

“The paperless office is as likely as the paperless bathroom.” While the restroom is definitely someplace I’d like to continue to see paper, going paperless in your business is a real possibility. Getting your paper documents converted can take time and money, but in the long run, it will make your business more efficient and compliant. Take the first step… go paperless today!