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A Green Resolution: Get Rid of Office Files!

A Green Resolution: Get Rid of Office Files!

Is your office cluttered with piles of paper and endless rows of file cabinets? Are you in constant search of a particular file or document? Are your co-workers scattered around the country and need access to sensitive data?

If you answered “yes” to any of these questions, perhaps now is the time to look at a scanner rental to reduce or eliminate your paper documents and finally get rid of all those file cabinets.

Let’s focus on the definition of document imaging, the types of documents you should scan and the overall benefits of imaging.

What is Document Imaging?

Document imaging is the processes of replicating documents electronically that are commonly used in business. This scanning process reads every document you scan to find key terms and formats so you can easily access the data.

Type of Documents Should You Scan?

Here is a listing of commonly scanned documents:

  • Customer Order Forms
  • Customer Invoices & Receipts
  • Contracts with Signatures
  • Vendor Snail-Mail Correspondence
  • Employee Expense Reports
  • Employee Personnel Jackets
  • Tax Documents
  • Litigation
  • Historical Documents
  • Engineering Drawings
  • Maps

Basically, almost every document you have in your file cabinet or on your desk is a candidate for scanning. However, there may be some documents that need to be thrown out because they are now irrelevant to your business operation. In that case, I would recommend that you utilize a shredder rental before tossing those documents in the trash.

Benefits of Document Imaging

  1. You will be going green and saving money in the process.

    Your company will be spending less money on paper, free up office space that was dedicated to cabinets and use less resources trying to find important documents and then shuffling them to and from the various individuals who need them.

  2. On-demand access to the documents.

    Employees can have instantaneous access to any file they are authorized to view, when they need it and in the format they want it.

  3. Sharing and sending is a breeze.

    Once files are stored electronically, employees can access the files on a server rental at work or via cloud computing options. In addition, files can be sent via email to employees or clients if they cannot or are not authorized to log into the server or the cloud.

  4. Scanning can now become part of the workflow.

    As soon as documents are received into your organization, a mobile scanner rental can be used to scan, upload and tag the documents so employees can be notified electronically that the document has arrived.

  5. Data is now more secure.

    Whether it is confidential information for a new product launch, sensitive information regarding an employee or litigation support for a court case, having the ability to restrict access to folder and files to certain employees is much more secure that a key to a file cabinet.

Hartford Technology Rental …your Document Imaging Provider

Since “file cabinet” document imaging is usually a one-time project, it makes a lot of sense to rent instead of purchase scanning equipment. We offer 5 types of scanners:

  1. Mobile Scanner Rental for projects
  2. Low Volume Scanner Rental for small offices that scan 500 pages per day
  3. Mid-Volume Scanners for up to 4,000 pages per day
  4. High Volume Scanner Rentals and
  5. Large Format Scanner Rentals for technical documents, maps and drawings.

Hartford Technology Rental will bring in the scanners and experienced operators to make sure the scanning is completed on-time. If you don’t have the space for the scanners, we will pick up the documents and image them for you at our facility.

Call us at 888.520.5667 to learn more about our offerings!