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Hinton Davis

Hinton Davis

Business Development Manager at Docufree | Specializing in Document Scanning and Capture, Workflow Automation and Enterprise Content Management

The Bulk Document Scanning Process Explained

Scan-on-demand provides a flexible approach to bulk document scanning and it’s an interesting alternative to scanning and digitizing an entire document backfile. With scan-on-demand, your team members can request a digital version of a document that has not yet been scanned and indexed.

Specific files can be requested and typically delivered within a day or two — or quicker if agreed upon. Other variables impact the speed of scan-on-demand returns, like does a suppliers’ teamwork multiple shifts throughout the day? Do they typically respond to client requests on the weekends? Your scanning partner should always have a clear plan in place to get you the information you need within a reasonable timeframe.

With the increase in remote work, most organizations now require staff to have access to records in a digital format from wherever they are working. Here’s how Docufree’s Scan-on-Demand process works:

  1. Inventory
    Make an inventory of your files through our web-based archive portal, Docufree’s DocumentCloud. Add retention rules, carefully box your documents and apply a barcode.
  2. Receive
    Your boxed documents are collected by secure Docufree vans, tracked by GPS and brought to a Docufree facility where file-level validation takes place before being put into storage.
  3. Request
    When you require a file, that’s when the Scan-on-Demand process kicks in. Simply send a request directly through Docufree’s DocumentCloud or connect with your service delivery manager.
  4. Retrieval
    Our retrieval team will locate the box, pick your required file(s), and deliver them to the onsite digitization department.
  5. Digitization
    With the correct files verified, our team runs them through our scanners.
  6. Indexing & Quality Assurance
    Once digitized, your documents are checked for quality and indexed correctly. At this point, optical character recognition (OCR) ensures that the document will be easily searchable and accessible when live on Docufree’s DocumentCloud.
  7. Return or Destruction
    With the document digitized and verified, the original file is then returned to its parent box in secure storage. Simultaneously, Docufree’s DocumentCloud is updated with the file.

    You can also choose to get your physical documents destroyed securely either immediately after scanning or within a pre-agreed timeframe to start reducing storage costs.

  8. Delivery
    Your digital file is delivered to you through Docufree’s DocumentCloud within the agreed SLA. It is now ready for you to access or download.

We’ve compiled this process into a helpful infographic that includes the added benefits of approaching a digitization project in this way. It’s perfect to help put your mind at ease and build a business case for scanning.

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