One of the challenges companies that outsource their document storage face is gaining access to specific files when they are not physically on hand. But Scan On Demand (SOD) services can negate any possible frustration, and enhance accessibility, cost efficiency and the overall service experience.
These benefits are both internal and external, with faster response times to customer requests, resulting to higher customer satisfaction which translates to bottom line improvements.
Outsourced document storage has become hugely popular in recent decades, partly because of a need to de-clutter working environments but mainly because of the advantages dedicated outsourced expertise bring to the table. These experts can manage the back office, allowing you to face up to your area of expertise and front line responsibilities.
The problem is that, while some documents will remain on-site, the vast majority of documents are archived in a secure storage space. That means when documents are needed for a project or contract review, they are most likely in a box miles away from the office.
Even when the boxes are clearly identifiable, and their contents listed accurately, it can take an employee some time to get their hands on what they need. As a result, everything slows down – and lost time translates to lower cost efficiency.
To counter the problem, many companies will choose to have every physical document that has been physically stored in boxes scanned and stored electronically – known as a Legacy Scan. But there are several factors that indicate a well-structured Scan On Demand (SOD) service is the best solution to the problem.
Legacy Scan vs Scan On Demand (SOD)
On the face of it, a Legacy Scan makes sense, particularly in eDiscovery situations or as part of a takeover, with direct accessibility possible through a hosted portal, office technology (PC or laptop) or other means. Having a provider, such as Kefron, manage both the physical and digital records as a result means less risk and higher levels of compliance and accuracy in this output.
Access can also be linked to automated acquisition within the client’s own systems or drives, though it’s an option that should only be considered if these systems are securely managed. But in most cases, this option Is a bit like using a sledgehammer to stick a pin in the wall, and one that is not the most cost-effective.
Where a specific archive needs to be accessed frequently, especially where it involves retrieving significant numbers on a daily or weekly basis, it is the right solution. But scanning everything may not be the most cost-effective choice for everyone. Where people need to gain access at short notice, an SOD service makes better sense.
In essence, access frequency is low but clients:
What these clients need is an easy-to-use access service and system working hand-in-hand, where individual physical files and documents can be searched for simply and retrieved quickly whenever they are needed, then scanned or printed if necessary and made available on your desktop securely and painlessly.
This client needs a service that is easy to use and can be accessed and applied from anywhere. Where they can view the listed boxes and the files inside, click on whatever they need, confirm it in a ‘shopping cart’ and then received the chosen files in their ‘in tray’.
The in-tray is digital, of course, so takes up no physical space, but it means the documents needed for their project or task can be gotten without having to wait. So, nothing slows down.
3 Principal Benefits of Scan On Demand Services
Physical file retrieval and delivery comes at a cost per file or page scanned. But because with Scan On Demand a client only pays for files they need, it is easy to control the amount of charges that are accumulated, and with greater control comes greater cost efficiency.
A well structured Scan On Demand service will allow clients to find the files, documents and ideally the content they need via secure web access. Having a file scanned doesn’t mean a user sees it. Kefron combines the service with the right technology. This means authorized employees can search, retrieve and print out the specific document they need wherever they happen to be. Of course, security is always a priority, but established security measures can be applied (such as a user password and two factor authentication) to ensure only those who have clearance to read these documents get access to it.
At times, more than one team or company department is likely to need infrequent or recurring access to archives. A Scan On Demand service can create one central environment from which departments included in the bespoke Permission Management terms can retrieve records whenever the need arises. By providing flexible access, it promotes a more fluid operation overall, faster response times and dramatically reduces delays in processing. It can also result in more effective staff collaboration, with different departments being able to get a line of sight to a digital record within 24 hours.
Want to learn more about how scanning services can benefit your company? Then check out our Document Scanning Services & Capture Solutions page.