Future-Proof Your Organization with Document Digitization
Many organizations have essential documents in a paper format. We often hear about needing a paper trail, but with paper documents come numerous problems.
Your documents are essential to your organization. But physical paper documents take up valuable storage space. Moreover, document retrieval is difficult — the difficulties in the retrieval result in a higher cost than if your document management system was digital. A digital storage system is inherently easy to search and saves time.
VASTEC provides commercial and government document scanning and digitization services that enable reduced storage costs and increased accessibility.
- Information is searchable, easy to find and share
- Improve operational efficiency
- Reduce storage costs
- Greater data security and recoverable information
- Proven Return on Investment (ROI)
Scan & Digitize Your Documents with VASTEC
Vastec’s Scanning Process Includes
- Unique identification and electronic tracking of all material throughout processing
- Preparation, scanning, and reassembly
- Paper documents, Microfiche, Film, Slides, Maps, Photos, Books, X-Rays, and more
- Image correction and Optical Character Recognition (OCR)
- Indexing and metadata entry
- Quality assurance and text verification
- Secure and encrypted internal production storage
- Secure document disposal destruction
Intake of Source Documents
- Strict Chain of Custody Protocols
- Manifest preparation for each file received
- Bar coding and asset management inventory and tracking system utilized
- Immediate emergency return service available
- Any file can be located at any point in the process
Secure Internal Production Storage
- Physical files stored in highly secure alarmed facilities
- Fire sprinkler equipped storage
- Limited access to essential personnel only
Document Scanning
- Sizes up to 44″ wide
- Black and white, gray scale and color
- Bi-tonal to standard 300 dpi and higher upon request
- Image clean up to include de-skewing, cropping, noise reduction, blank page removal
- Image output to any PC format (Searchable PDF, TIFF, etc.)
Post Scan Quality Control and Indexing
- Quality review
- Verify document order and file names
- Bi-tonal to standard 300 dpi and higher upon request
- Verify document orientation and overall document quality and legibility
- Index fields created
- Allows for full and accurate search access for any word on any document
- Highly effective for legal, research, compliance or historical files
Post Quality Control and Assurance Testing
- Quality review
- Verify document order and file names
Document Disposal
- Document shredding
- Document destruction to DIN level 3 standards
- Certification of destruction
Reasons for considering a digital solution
Imagine the following scenarios which can put your paper documents and business at risk.
Catastrophic Events
It’s important to be properly prepared for catastrophic events. They may be rare, but when they happen, you’ll be glad you took precautionary measures. Imagine if you have to deal with a flood, fire, or damage associated with a fire. When your documents are safeguarded from by a catastrophic event, this is one less thing you have to worry about.
Mismanagement
If a paper document is lost, misplaced, or stolen, the impact on your business can be widespread. Think of a large library. Take any book off the shelf and place it on any other shelf in the library. This book is still present but effectively lost. It’s no longer accessible.
If paper documents are mismanaged, then you may lose important information related to: customers, historical financial records, regulatory of compliance and legal contracts and agreements.
Disposal
Proper disposal of paper documents at the end of their usefulness is vital. Paper shredding is critical to the prevention of identity theft and business fraud.
If your paper documents are scanned and stored in a central location, your office can become paperless. Your organization will be organized, and the floor space now dedicated to paper document storage will no longer be needed. Moving to a digital system will save your organization both time and money.
How to Move from a Paper to Digital Solution
Ensure employees have the right tools to create, edit, sign, and collaborate on documents with colleagues.
Enlist expert advice and develop a well-researched and well-designed plan to convert from paper to digital.
Review and gain insights from the paper system and the new digital system. Make sure that these people feel that they have contributed to the plan and accept the plan.
Paper-based processes are slow, costly, and vulnerable to risk. By shifting from physical documents to digital formats, your organization can unlock significant improvements in security, efficiency, and scalability. Digitization also lays the foundation for automation and intelligent document management — enabling smarter workflows and faster access to critical information.
Beyond productivity, document digitization is a more sustainable, eco-conscious choice. Reducing reliance on paper supports a greener workplace and a more responsible future. Whether you’re just beginning or scaling your digital transformation, now is the time to prioritize scanning and digitization.
Benefits of Moving from a Paper to a Digital Solution
Discover just a few of the powerful advantages of digitizing your documents and storing data electronically — and imagine the time, cost, and efficiency gains your organization could unlock.
Increase Flexibility and Collaboration
A digital document management system results in greater flexibility. This added flexibility supports the ability to collaborate. Your team members can review, update, track, and share documents seamlessly. Remote staff will be able to work efficiently and effectively from any location. Your team members will be able to access the documents they need to perform their jobs without having to be in the same office — or in the office at all.
Greater Document Security
Electronic data storage is inherently more secure. You can password-protect files, track who is viewing what when, and control layers of access. It’s much harder to keep paper documents safe and to monitor who is reviewing them.
Reduce Costs and Increase Efficiencies
If your organization is storing paper documents, you may also be leasing office space. Physical document storage is costly and time-consuming. There is a clear opportunity to reduce the space needed to store physical paper documents.
How much could you save if you no longer needed to print and deliver paper documents? With electronic file storage, you benefit from cost savings and reduce the amount of time and resources spent getting a document from one place to another.
Experience Simpler Document Management
In the business world, there is a clear advantage to making things simpler. A business also wants to be consistent, and consistency is hard to implement in a paper world. With electronic documents, you can quickly introduce new formats and workflows. These workflows are built into the digital document management system and ensure consistency and reduce the chance of human error.
Increase Productivity
Imagine how much time your team spends looking for documents, scanning documents, copying, and sharing paper documents. With a digital system, your team will no longer need to spend countless hours with these tasks. One of the best benefits of storing documents in a digital format is eliminating non-fulfilling, repetitive, thankless administrative tasks.
Free up time and increase your team’s motivation by allowing them to focus on larger, meaningful projects which mesh with the priorities of your organization.
Conclusion: Stop using paper as the core of your document management system. Paper is on its way out of the business ecosystem.
Transform Your Document Management with VASTEC
VASTEC empowers organizations to move from outdated paper-based systems to secure, streamlined digital solutions. Our proven approach helps you:
- Make information instantly searchable, accessible, and easy to share
- Streamline operations and improve overall efficiency
- Reduce the costs associated with physical document storage
- Strengthen document security and reduce risk
- Achieve a measurable return on investment from your transition to digital