Outsource Document Scanning Vs In-House – Which to Choose?

by Pankaj | Nov 4, 2022 | Blogs

Outsource Document Scanning Vs In-House

Document scanning is the process of converting paper documents to digital files so that these files become indexable, searchable and shareable online. This process is done in many companies by themselves by having their scanning setup used on a daily basis for the digital conversion of documents.

However, bulk document scanning is not a simple process. Moreover, security, quality of scanning, proper storage and so many other factors are involved in the document scanning process.

DIY document scanning falls short in several significant ways. The tasks like enhancing and editing old documents, formatting to adopt web pages, changing the page type (e.g pdf to word conversion), etc.

We are going to discuss in this post whether You Should Outsource Document Scanning Services or Do It In-House?

Outsource Document Scanning or Do It In-House

	Document Scanning Company
Work Speed	High Speed
Quality	Superb as the company has hardware set up with high-end scanning machines
Project Control	Varies from agency to agency
Security	Less – as the documents are going out of the premises
Time	Lesser time required- as scanning companies have a setup for scanning and storage
Cost	The overall cost is almost the same as the in-premises scanning
	In-House Document Scanning
Work Speed	Depends on manpower and setup
Quality	Moderate- it’s not possible to have a high-end setup considering the cost
Project Control	Full control as the work is done in-house
Security	Higher- as the documents are accessible only to limited people
Time	More time- as the dedicated staff is required to do the job
Cost	Bulk scanning cost will be more however, operational cost is lesser than outsourcing to a company

Document Management & Record Storage are must for any organization to have business sustainability. Data is an asset for any organization. Document storage provides a format that allows further meaningful use of data and information. Moreover, digital copies of documents help in making it sharable and searchable online.

From the above comparison , we can say that hiring document scanning services for your document scanning project is a better decision rather than having In-House document scanning. You can compare the document scanning prices of various companies and choose the best as per your convenience.

Benefits of Outsourcing Document Scanning

Professional document scanning companies in San Francisco, Bay Area provide a quick and efficient way of storing important documents. These agencies offer distinct advantages. Some of them include –

Improved version of digital documents

A document management system is a process of arranging data in digital files with enhanced quality. The focus is on creating an error-free document management system that is a fully automated version. The purpose is not just to scan the document but to make it easier for the company to get rid of hard copy or files.

Faster Audits, Discoveries, and Compliance

Document Scanning is useful for organizations that are subject to audits, discovery demands, and Freedom of Information Act (FOIA) inquiries. Also, the bulk document scanning process saves money and gets your document management streamlined.

A scanning project executed by a document scanning company creates an index and evenly planned structure to provide a file structure that can quickly comply with industrial requirements.

Better Data Preservation

Agencies and libraries preserving historical data and sensitive documents get the advantage to scan and preserve old documents without any hassles. Also, digital scanning agencies have several methods to edit and enhance the quality of scanning old and fragile historical documents. Doing so will empower these Document Scanning Services Providers to digitize and share historical documents to the client with an ease. These delicate materials are difficult to preserve otherwise.

Disaster Recovery

Document digitization and presevation is the ultimate goal. There is no doubt about that. Natural calamities and man made disasters sometimes could destroy the old historical documents. It is impossible to restore such documents if they are not digitized.

If they are not digitized. If you are running an art gallery or a business that carries historical documents, then historical document scannig is must for your business.

The document scanning and digitizing process is a part of your business continuity plan. The scanning and storage service provided by professional agencies helps you maintain cloud-based data that is free from disasters.

It is open and can be combined with any other similar type of data. The agencies dealing with consumer services can have greater benefits from this. The data stored digitally is free from distracters and the backup of the same is always available on the cloud so even physical damages like fire or system failure do not affect the storage.

Record Retention and Reuse

Data acts as a backbone for businesses. Today, business processes are governed by using data. There is always a need to refine the data and reuse it for business purposes. Advanced scanning techniques like OCR tools allow you to capture and migrate data as per the need of the organization.

Why Outsource Document Scanning Project From eRecordsUSA?

Initially, if you plan to execute the document scanning project, then considering the setup cost, manpower, and expertise required, it is best if you hire a Document Scanning Company in San Francisco Bay Area

Finally, when you are determined to execute your document scanning project, you need to outsource document scanning to a partner for quality work. You would like to check their previous document scanning work and would plan a way out to accomplish your scanning project.

eRecordsUSA is an ISO/ISMS Certified document scanning and digitization company in SFBay Area, Northern California. We provide state-of-the-art, affordable data entry and document scanning services.

If your company is seeking to Outsource Document Scanning Porject, then you can contact us for a free consultation.

Convert Scanned PDF Document to Word With OCR Technology

by Pankaj | Nov 3, 2022 | Blogs, Document Scanning, ocr data extraction

Convert PDF to Word With OCR

OCR is used everywhere from data entry to license plate recognition. It has become a key tool for recognizing and digitizing handwritten journals and scanned documents without needing to retype. Using OCR, you can make scanned documents readable and searchable.

When you scan documents, normally, you create image based PDF files which are difficult to read and edit. Sometimes , the images are of poor quality. In these cases, you may wonder “How to convert scanned PDF to Word with OCR?”

The following post will guide on how to convert PDF to Word using OCR if you wish to edit scanned PDF files in Microsoft Word format.

Why Businesses Need OCR For Document Scanning?

By using OCR, you can convert a scanned copy of a physical document into an editable electronic document without having to manually retype the text. Automating this process makes it much faster.

Converts instantly – Acrobat uses optical character recognition (OCR) to convert scanned paper documents and images into editable PDFs.

Matches your fonts – Rest easy knowing Acrobat can recognize text and its formatting. Due to automatic font generation, your new PDF will match the original printout exactly.

Easy to integrate – Your new PDF can be used in other applications, making it easy to integrate into existing workflows. Simply cut and paste or export it to a Microsoft Word (DOCX) document, another Office file (PPT or XLS), or a plain text document (TXT file).

Perfect for archiving – OCR scanning helps you store the original look an feel of the document while restructuring and creating digital copies. As a result , you are able to create smart pdf copies that are searchable and shareable.

Is it accurate & When do I need to use OCR?

Most of the fragile documents , old newspapers, magazines and other historical document require a quality scanning and maintaining the legacy of documents. OCR scanners and tools help you scan such documents so that their digital copies are stored for future generations

For the poor quality images, large file formats, newspapers, magazines, historic data. OCR scanning is the best solution. Getting it done from a document scanning company will help you archive the information contained in images which is further shareable and editable.

What are the Types of Scanned PDFs?

Once the physical documents are scanned they can be stored in different digital formats. Word. and PDF are the most common formats. The PDFS for the simplicity are stored in three different forms and they are –

👉 Image PDFs – The most common type of PDF is an image PDF. A PDF file is created by scanning a hard copy document.

👉 Scannable PDF documents with searchable text – This scanned PDF document may contain hidden text.

👉 Scanned PDFs with Mixed Content – This PDF may contain both scanned photos and PDF elements generated electronically.

When you are willing to digitize one or two images and store a soft copy of that , you can use HD quality camera or high end mobile phone to scan the image but for bulk document scanning, OCR tools are the best fit.

You can opt for OCR Data Capture & Extraction Services which can help you create a database you want to get edited. Later you can store the scanned images as you wish.

The purpose of using OCR document scanners is to read the text contained in the images so that you can create editable documents. These documents can be further customized with newly created digital copies.

How does OCR document scanning work?

OCR scanners read and scan image-based files by analyzing each character separately. The Unicode thus created helps convert the data into readable forms. Text written in different languages, special characters, and mathematical data can be easily digitized using OCR document scanning.

Users can work with scanned documents that are saved as digital files using software that employs OCR (Optical Character Recognition).

Once your entire data set has been converted using OCR, you can easily search for a specific document or even a keyword across the whole set of documents.

As the cost of OCR technology decreases, it is becoming a more reliable document scanning method adopted by top-rated document scanning companies. AI techniques, increased processing speeds, and advanced editing and storage software are added advantages along with OCR scanning. OCR technology is aiding the conversion of global businesses, R&D data, mining data, and other types of unstructured data.

How can eRecordsUSA help you do OCR Scanning?

eRecordsUSA is an ISO/ISMS Certified Small Minority & Women-owned document scanning company based in SFBay Area, Northern California. The company works in compliance with the National Association for Information Destruction (NAID) standards.

We efficiently use OCR scanning for providing high quality pdf to word conversion. We offer complete data management services in a cost-effective way. If you are looking for document scanning options for your company or agency, reach us for the advanced OCR scanning services! You can rely on our services!

How Does A Microfilm Scanning and Conversion Project Work?

by Pankaj | Sep 19, 2022 | Blogs, Microfilm Scanning

Microfilm Scanning and Conversion

Microfilms are rolls carrying data in image form. The conversion method is used to store sensitive and important data. This data has historical importance.

Microfilm storage techniques are used to store large volumes of data in compressed format. This method reduces the cost of physical storage ensuring an easy and handy data access.

A drive is attached to a PC to read data from the Microfilm. Microfilm technology has advanced over the last decade. It brings new opportunities to store the historical data of large volumes in the form of images of compressed size.

However, image quality is the major consideration during the entire conversion process.

Here in this post, we are discussing the effective and high-quality conversion of digital images into microfilms. Let’s learn about the process in detail.

Why convert digital images to microfilm?

Many cities, county, and state government departments are now opting to create an alternative file format other than digital copies for a safer side. The confidential or important data is stored in the form of microfilms as a backup copy.

Historical records and confidential data storage is a sensitive issue. That’s why after the advancement of digital technologies, a physical copy is still in use.

Microfilm creation is a cost-effective, relaxed and simple method. That’s why this alternative storage technique is popular. The readability of the data is clear and there is an easy method to convert the microfilms back to digital copies.

Benefits of Converting Digital Images to Microfilms

There was a time when the microfilms storage method was at the peak of its popularity due to its versatility and longevity. With the evolution of digital copies, it has become a secondary storage technique. Digital methods such as OCR scanning and cloud storage are more prevalent.

With a reduced risk of data loss, microfilm storage offers various benefits and they are:

They are easy to manage so businesses don’t have to worry about losing the data.
Hard copies can store large image formats in a compressed way maintaining the quality of the image. The natural compression techniques used in microfilm conversion are quite useful for large files such as engineering drawings.
If the purpose of data storage is to just preserve data for archival purposes, microfilm is still a cost-saving method.

Steps to convert digital files into Microfilms

Identify the digital files (formats like PDF, JPEG, etc.) that need to be converted to microfilm.
Create a logical order to convert the images and check their readability.
Once the digital images are ready, pick up a microfilm writer of high-quality supporting a microfilm roll with 16 or 35mm dimensions and start the exposure process.
Once the data reading is completed, send the microfilm for processing. The processing step is done using chemical exposure.
Once the images are stored in film, the film is checked for quality issues.

If all goes well, you have completed the microfilm conversion project.

Hardware required when converting digital files to microfilm

With the advancement in microfilm creation technology, archive writers directly convert digital documents to microfilms. The labor, time, and efficiency in this case increase.

All you need to do is to find a company nearby to do the job efficiently. The entire conversion process is done in two ways:

Roll Film Microfilm Writer – This is specially used for microfilms of 16X 35 mm size. The roll saves compressed images with HD storage.

Microfiche Writers or Com Machines – Com machines are used to create rolls and cards both. the reduced to fit in size techniques naturally compresses the images.

Why choose an ISO-certified scanning agency for the digital conversion of microfilms?

Microfilm conversion is done using writing and digitizing techniques that require expert-level skills and hands-on training. Therefore, it is vital to choose a company doing the microfilm creation work exclusively.

The scanning and digitizing companies have dedicated teams of experts to create microfilms. However, there are a couple of factors involved in converting digital images into microfilms.

Digital to Microfilm conversion is also termed ARCHIVE WRITING. At eRecordsUSA, we offer this service using advanced technologies The high-speed archive writers provide high volume film generation with reduced time.

All microfilms created by us are following the ANSI, AIIM, and ISO standards. Creating microfilm from digital files and images is an activity done by disaster management departments because these films are the easiest way to store data for a longer period. For archival microfilm creation or microfilm to digital file, conversion, you can approach us for reliable, cost-effective service.

Best Document Scanners with Barcode Reader [Wireless & Wired] Guide

by Pankaj | Apr 1, 2022 | Blogs, Document Scanning, Scanning Services

Document Scanner With Barcode Reader

Barcoding is used to maintain the digital inventories in the warehouses , libraries and retail stores so to provide accuracy of your document management workflow . To recognize these barcodes, special scanners known as barcode scanners are used. They are also known as Point-Of-Sale (POS) scanners or price scanners. These scanners capture and read data from barcodes.

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OCR Data Extraction – Extract Data From a Scanned Document

by Pankaj | Feb 19, 2022 | Blogs, Document Imaging, Document Scanning, ocr data extraction

OCR Data Extraction

Data extraction, capture, and retrieval are the mandatory entities of maintaining updated business data in an organization. These entities set the workflow of an organization and act as the prerequisites for effectively managing large amounts of information stored in different formats.