Bureau Scanning & Document Management
Bureau scanning & document management refers to the process of digitising physical documents using scanning equipment and managing the digital copies in a systematic and efficient manner. This practice is common in businesses, organisations and government agencies that deal with large volumes of paperwork and need to streamline their document handling processes.
Poor quality document scanning and disorganised data storage makes data retrieval difficult. This can lead to wasted time and effort as employees struggle to locate the data they need. ‘Data chaos’ is the term used for a lack of proper management and control over data.
Bureau scanning with enhanced image processing, partnered with the correct document management system, can reduce ‘data chaos’ by streamlining how documents are accurately digitised and delivered to business systems.
The steps involved in bureau scanning
- Document collection
- Document preparation
- Scanning
- Optical Character Recognition (OCR)
- Indexing
- Storage & backup
- Document retrieval
Any physical documents that need to be digitised should be collected and sent to a designated scanning area or delivered to a scanning bureau agency. Documents can include invoices, contracts, forms, receipts, records, and any other paperwork. High-quality production scanners are used to convert the physical documents into digital images. Scanning can be done in black and white or colour, depending on the requirements and nature of the documents.
A main exercise for Bureau scanning, is the preparation of documents, prior to scanning. This involves removal of paper clips, staples, torn documents and sorting the documents into scanning order, this can take time but is a key part of the scanning bureau process.
After scanning, OCR software is often used to recognise the text in the scanned images and convert it into editable and searchable text. This enhances the usability and search ability of the digitised documents.
Digital files are stored in a secure and accessible document management system (FileDirector). Regular backups are needed to ensure data safety and prevent loss due to hardware failure or other unforeseen circumstances. With documents digitised and indexed, authorised users can easily search for and retrieve specific documents as needed, significantly improving workflow efficiency.
The benefits
- Space saving
- Enhanced security
- Easy collaboration
- Search & retrieval
- Disaster recovery
- Regulatory compliance
Digitising documents eliminates the need for physical storage space, reducing the costs associated with physical storage solutions like filing cabinets and ultimately office space. Converted data can be encrypted and protected with access controls, minimising the risk of unauthorised access and improving data security.
Digital documents can be shared and collaborated on more efficiently than physical copies, enabling smoother teamwork and communication. The ability to search for specific keywords or phrases within documents simplifies and speeds up the retrieval process. In addition to this, document management systems can help organisations comply with document retention regulations and requirements.
Bureau scanning has become an essential aspect of modern business operations as organisations increasingly transition towards paperless environments to improve efficiency, accessibility, and data security. By implementing the steps listed above, any organisation can establish a structured and efficient data management framework that reduces data chaos, enhances data quality, and enables better decision-making.
More information can be found on our partner site The Document Management Group. Please contact us if you would like to discuss our bureau scanning service.
Published 18/08/2023
