(Four individuals placing four puzzle pieces together). Four Factors to Consider Before Starting the Document Conversion Process.

At Salumatics, we know that the document conversion process  allows businesses and organizations to securely access and manage their information. In fact, SaluVision removes any barrier to data accessibility while providing instant 24/7 access to critical information. All of this allows businesses to have a digital document management system that fits their needs. 

Not only can data transformation remove barriers to accessibility, but it also significantly lowers costs while increasing efficiency for your business or organization. 

Calgary Archives states that there are four factors to consider when converting your paper records to electronic documents. 

1. Time and Expertise

Many companies underestimate the time and expertise needed for proper document conversion. Scanning is just one step in the process. Companies must also go through file preparation, data entry, image output, media delivery, and quality control. If a company goes through the steps hastily, it can lead to the loss of critical information or corrupt files. To successfully convert paper records to electronic documents, a company requires specialized knowledge and equipment, detailed processes, and special software.

It may be helpful to choose a professional company to lead you through the document conversion procedure. With Salumatics’ physical storage service, our team stores your important documents while letting you focus on other areas. Our Tier II data center offers data hosting, backup, and recovery and access to SaluVision, an electronic document management application. 

2. Type of Documents 

Documents come in a variety of sizes and formats, so it is important to choose the right technology when scanning. In many industries, it is common to have large format documents such as seismic sections, aerial photos, maps, blueprints, employee data, and patient health records. Without the right scanning technology, it’s impossible to achieve high-resolution images for these different types of documents.

Though it may not be possible to buy the right technology for each file, a professional document conversion company can scan any type of paper record to an electronic document. Salumatics supports the uploading, viewing, and retention of over 300 electronic file formats, while SaluVision allows people to seamlessly obtain any document. 

3. Budget

Before starting any project, it is always important to look at the cost and the company budget. Document conversion is already a cost-friendly solution as it cuts costs on paper, ink, and other necessities, but Salumatics offers affordable packages for all companies Plus, it’s easy to get in contact with one of our highly trained staff members. We have locations in Mississauga, Brantford, Montreal and Winnipeg. To learn more or to contact one of our representatives, click here.

4. After scanning 

Now that you’ve completed the document conversion process, you may be left with the original files that you do not know where to keep. Every company or organization has two options with Salumatics.

If you want to keep your files, you can trust Salumatics to ensure that your documents are being tracked, monitored, climate-controlled, and are fully secured. Salumatics can store, retrieve, return, access or dispose of your documents using Salumatics’ advanced technologies, secure facilities and logistics expertise.

If you want to destroy your paper records, Salumatics offers a new We-Cycle program that provides cost-effective and secure document shredding options for local businesses. We subsidize the cost of secure document destruction because we are passionate about helping the environment and our local community. In turn, we raise money for charities in the health field including the Heart and Stroke Foundation. The money is also used to encourage those around us and our team to actively participate in cycling activities that help local charities. 

Are you interested in converting your paper records into an electronic format?