Document Scanning, OCR & Document Management Expertise
Hire Service
Document Management Explained 
Digital Document Management Tip #1
Trial the software you like the look of, run it past the end users and your IT department (if you have one). They are the ones who will be using it on a day-to-day basis. Make sure they can easily use it and take on-board any training needed. We have various document management solutions to suit different ways of working, and we will assist in making sure you get the best system for you.
Arrange your FREE trial today, call us on: 0845 873 8600 or fill out our contact form
Bespoke Document Management
We understand that a document management solution designed for one company is not going to work as effectively for a different company. We work very closely with our customers to give them the most beneficial set-up for their line of business. Customised right down to the very last detail, we make sure that your newly installed system is tailored to suit how you work, where you work and is designed to satisfy what you want to achieve - be it a more streamlined document repository, easy access, multi-user accessibility, an automated audit trail, enhanced security and user rights. You name it, we can make it happen.
Give us a call today to discuss your requirements: 0845 873 8600
Cloud Document Management
Cloud computing is the way forward. Better for workflow, accessible anywhere with minimal set-up time and extremely easy to use. We recognise this and we also enjoy moving with the times, allowing us to offer you the best possible document management solutions. A very good combination, and one which will see you revolutionise the way that you work.
For more information, feel free to call us for free advice on 0845 873 8600 or use our contact form.
Why Document Scanning Works - The iTunes Analogy
Can you remember a time before iTunes when all your music was on CD? You could meticulously categorise them alphabetically or perhaps by genre. In no time the order became out of sync; perhaps CD's started to go missing or they weren't where you expected them to be. Then along came Apple with iTunes and everything became much easier. With iTunes you can create a playlist of your favourite artists and you can browse in any order you like. Adding a new album is easy: you just drag it over and if you want to share your music with your other computers you can just simply set your music to be available on the network, allowing the computer in the kitchen to play anything on the other computer on demand; instantanously!
And Back to Business
Document Scanning & Management is very similar to iTunes, but for your everyday business information. Everything can be centralised, making the retrieval of a letter, delivery note or bank statement so much easier. If there is just one electronic copy, that can be viewed whenever you want to, within a few clicks, so much time will be saved and multiple copies won't need to be created (meaning you do your bit for the environment, and your printing costs).
Why Does My Business Need Document Management? Below we share just some of the major benefits, but if we had to summarise in one line - It's all about: Increasing Productivity & Profit.
Increasing Productivity & Profit Think about how you create and access your company paper records now. Chances are that like the majority of UK businesses, large and small, you create physical records in paper format and these will include all customer information, accounts payable, purchase ledger, payroll detail, delivery notes, internal correspondence, job cards, despatch details, invoices etc. In short, a veritable mountain of paper every year will find a new home within your business and take up residence, whether you like it or not, in lever arch files, archive boxes, drawers, cupboards and filing cabinets all around your office. The National Office of Statistics calculates that for every desk in UK businesses there are 3 filing cabinets keeping the desk company, that every twelth filing cabinet requires an extra employee, and that each document gets copied an incredible 19 times! That's good news for manufacturers of filing cabinets, photocopiers and A4 paper but definitely not good news for the efficiency of your business. Cluttered work places do not make for happy or efficient working environments. Document scanning is the answer.
Now Consider the Alternatives Lets explore the real benefits of utilising document scanning, allowing all of your paperwork to be stored electronically.
Space Efficiency By employing even a basic document scanning solution you could free up vital and expensive floor space once occupied by all this storage, creating space for productive purposes i.e. revenue producing staff!
Time Saving No more time consuming trips to the filing cabinet only to find the file you want has been misfiled, is on someone else's desk or simply missing. Document Scanning & Management is instantaneous, simple and error proof.
Access Document Scanning & ongoing Document Management offers significant improvements over conventional paper filing by allowing multiple users to access the same document(s) at the same time. This dramatically speeds up communication and subsequent decision making, as all interested parties can view; discuss and implement actions simultaneously. Customer satisfaction will increase, due to the newfound speed; efficiency and reliability of document recall, creating further increased long-term revenue and savings.
Consistency With paper based control and purely human input in old-fashioned document management systems there is always the risk of documentation not being completed correctly, therefore failing to provide the data required for later reference. Document Scanning & Management can be intelligently employed to enforce increased consistency and quality of information at the level you require. For example, no longer will consistency suffer as you add new employees or temporary staff to cover for sick or holiday-ridden personnel. Different departments may have different inputting, checking or approval processes and once the input criteria are defined a Document Management System will ensure that no shortcuts can be taken by alerting employees that more information is required before allowing them to continue. No more missing information just because a less conscientious employee simply couldn't be bothered to adhere to a pre-determined system.
Productivity & Profit One major and very real hidden cost any paper reliant business faces is the amount of employee time taken to work with conventional paper filing systems. As an example, lets take a £10 an hour employee and assume they take just 5 minutes to get up from their desk, walk to the filing area, find their chosen file, work with it, refile it and return to their desk. If that happens only 5 times a day then that equates to over 100 hours per annum - or put another way - just over £1000 per annum in wages - for just one employee. Multiply that realistically by the number of staff who access files every day in your business and the numbers are large enough to make any accountant cry! But there is an instant fix:
A Document scanning & management system that allows staff to find and work with records but without ever leaving their desks can recoup those costs in an instant AND massively improve productivity. Queues of coffee drinking staff at the filing area or photocopier could just be a thing of the past!
Security However you currently store your documents, electronically or otherwise, it's a good bet that you don't have adequate security or disaster recovery in place. Our bespoke Document Scanning & Management solutions allow you to create copies that can be backed up in a variety of ways, including off-site. This ensures that no unforeseen fire, flood, identity thief or even disgruntled employee can threaten the integrity of your most valuable data. A safe login will be implemented to restrict unauthorised access, and user groups can be set up to prevent changes being made by those who don't need, or you don't want, to make any changes!
Document Scanning Software Some business sectors such as legal, accountancy and logistics as well as busy accounts departments, seem to easily get swamped by paper. Handling the high-volumes of information coming in on a daily basis is hard work. A Document Scanning & Management System is the most efficient way of finding information faster. As said above, it's the equivalent of running iTunes for your paperwork - all of the information is in one place, its easy to search for specific documents and its much faster to categorise as well. We work with some great solutions including FileDirector, Therefore and Filehold, all in their own right are award winning software packages which are taking the world by storm, with tens of thousands of installs in many major corporations all over the world. We are delighted to be the sole UK authorised added value reseller for FileHold and are particularly excited about working with this innovative and developmental based company. We have recently created a dedicated website for Filehold and have another site for FileDirector document management software.
UK wide & FREE impartial advice It doesn't matter where you are in the UK, Click2Scan are able to assist. We support a range of clients up and down the country including Police, NHS, Local Government, Housing Trusts, Global organisations worldwide and UK commercial business's large and small.
We are authorised resellers of quality brands such as Canon, Fujitsu and Kodak scanning hardware we are truly proud to be fully independent giving us the ability to match our customers requirements exactly with the absolutely right bespoke product solution, whether that be a turnkey document management system or a simple document scanner.
Our existing clients tell us we are "friendly", "approachable", "a fountain of expert knowledge", "very efficient" and "always delivering on our promises" . If you have a requirement and would like to chat or find out more visit our contact us page or view our client list here
Remember we also offer - * Document Scanner Hire, * Document Scanning Bureau Service * Document Scanner Hardware (Canon Scanners, Kodak Scanners, Fujitsu Scanners, Contex Scanners and much, much more) * Onsite Document Scanning * Document Destruction * Document Data Capture * Legal Document Scanning * Film Scanning * Photo Scanning * Photo Album Scanning * Video tapes to DVD / Divx / Mp4 * Book Scanning * Negative Scanning * Artwork Scanning * 35mm Slide Scanning * Plan Scanning up to A0 * Video to DVD * Document Management Software * Document Scanning Licences & Full Ongoing Support Packages * Document Scanner Consumables * Scanning Consultancy & Training
If you have a requirement for ANY document management solution or need help with scanning related issues we are here to help. Call us on local-rate 0845 873 8600 or click on one of our live chat buttons.