Recordsforce Blog

How To Prepare Your Documents For Your Document Scanning Project

Posted by Recordsforce on Jun 30, 2021 10:51:20 AM

Finally getting rid of all your paper documents is exciting and can make your workplace more organized and efficient without all of that wasted money and space. Moving your documents into a document management solution, like Recordsforce Cloud, will give you fast, easy and secure access to your documents. However, once the document preparation process has started, most businesses realize they have a lot more documents than they originally thought. If documents are not properly prepared, it can delay the delivery of accurate work to the subsequent processes of digitizing the documents. There are a few things you can do to help prepare your documents for scanning, which will not only streamline the process and allow us to input your documents faster and avoid potential issues, but will also save you costs in outsourced document preparation. 

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Topics: #Scanning, #Digitization, Organization, Scan, Documents, Backfile, Digitize, Automate, Efficiency, Outsourcing

Why You Should Automate Your Business Processes

Posted by Recordsforce on Jun 15, 2021 11:44:05 AM

Businesses of every size have processes that keep their businesses running. Many of these processes, from invoice processing to insurance claims and contract reviews, are done manually and even still on paper or in email inboxes. Companies may not realize how negatively this is impacting their business. These manual processes slow the company down, making them inefficient and unproductive, while the rest of their industry is making their processes faster. 

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Topics: #Digitization, Organization, Documents, Digitize, Automate, Efficiency, Remote Access, Accounts Payable

Recordsforce Cloud and QuickBooks

Posted by Recordsforce on May 14, 2021 8:51:16 AM

Keeping track of your accounts receivable and accounts payable is key to understanding profitability as a business.  Over the past decade, the majority of large corporations have found ways to leverage accounting software and data capture tools to automate their entire process around reviewing invoices.  Tools for this are expensive, but at their size, this is a necessity that ultimately produces an ROI for the company due to their large volumes of invoices every month.

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Topics: Automate, Efficiency, AP, Accounts Payable, Accounts Payable Automation, Cloud Services

Aperture Cards: What Can You Do With Them?

Posted by Recordsforce on Feb 23, 2021 9:23:53 AM

In a past world, aperture cards were an extremely useful form of microfilm for archiving important information.  You may have seen these types of cards in engineering or building departments, as there were certain advantages to using this type of technology to archive engineering drawings or building plans.  Aperture cards have a projected 500 year lifespan, and they are human readable, which prior to computers made them a very reliable and easily searchable form of archiving.   If you are unfamiliar, aperture cards typically look like a wide index card (approx. 7.5” x 3.25”) with a piece of microfilm mounted on one side and punch holes throughout the card. The punch holes are known as the Hollerith data and they represent important metadata, as well as card index information that would describe the specifics of the image without needing to actually look at the image itself.  

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Topics: #Scanning, #Digitization, Scan, Store, Digitize, Efficiency, Storing Documents, Document Storage

Why Business Transitions Are The Best Time To Go Paperless

Posted by Recordsforce on Feb 11, 2021 12:52:34 PM

Whether it be moving to a new building, adding more locations or taking over another practice, all transitions can feel pretty daunting. From moving high-value equipment and machinery, to relocating teams of employees, there is nothing simple or easy about these transitions. Even more daunting are the thoughts on how you’re going to move all of the key documents your business heavily relies on, either because you need them to complete daily tasks or because you are legally required to hold on to them. It’s important to have a plan in place to safely and securely relocate your documents. 

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Topics: #Scanning, #Digitization, Organization, Scan, Documents, Security, Compliance, Paperless, Filing Cabinet, Digitize, Automate, Efficiency, Document Storage, Work From Home, Remote Access, Remote Working

5 Reasons to Digitize Your Municipal Records

Posted by Recordsforce on Nov 24, 2020 9:11:50 AM

What do you think of when you think of your local city or town hall? Most people don't tend to think of a fast-paced, highly digitized environment. Especially not a place where they could skip the lines and take care of a task online. From car registrations to land record management, local government is responsible for providing documentation to its residents. However, keeping these documents as part of a manual, paper-based process increases the risk of loss, poor accuracy and storage and safety issues. Digitizing your municipal records, such as land records, assessing files, financial records and meeting minutes, can help you quickly become organized, efficient and in control of the tasks that occur daily at your city or town hall. 

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Topics: Storage, #Scanning, #Digitization, Organization, Scan, Security, Compliance, Paperless, Store, Digitize, Automate, Efficiency, Storing Documents, Document Storage, Work From Home, Remote Access, Remote Working, safety, covid-19, coronavirus

The Benefits of Outsourcing Your Imaging Services

Posted by Recordsforce on Oct 29, 2020 9:00:40 AM

Today, business is more competitive than ever.  The need to provide employees with the best tools to do business in a financially limited environment is a constant challenge.  The debate over “going in-house” versus “outsourcing” has run on for years with companies doing one or the other, or both.  For your business, the decision is even more difficult if you have an existing set of records and no equipment or expertise left in the office to handle the responsibility. 

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Topics: #Scanning, #Digitization, Organization, Scan, Documents, Paperless, Backfile, Digitize, Automate, Efficiency, Outsourcing

The Evolution of Document Classification, Data Extraction and the Impact of AI on Document Processing

Posted by Recordsforce on Oct 12, 2020 9:40:23 AM

Artificial Intelligence has been in the headlines for years. From bringing the end of humanity or the end of human suffering, the promise of a different world has long been expected as a product of thinking machines. While we are still a long way off from sentient self aware computers, the use of several techniques that fall under the category of “Artificial Intelligence” have taken hold in the document management services industry.

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Topics: Documents, Document Classification, Automate, Efficiency, Data Extraction, Business Leadership

Should I Scan or Store My Documents?

Posted by Recordsforce on Sep 10, 2020 9:45:48 AM

If you have documents that you need to keep for regulatory or compliance reasons, you might have considered storing them off site or getting them scanned. Having a framework to help you make the decision as to which is best in what cases can be helpful in understanding when you should continue to store your documents and when scanning them would produce a return on investment.

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Topics: Storage, #Scanning, #Digitization, Organization, Scan, Documents, Paperless, Store, Filing Cabinet, Digitize, Efficiency, Storing Documents, Document Storage, Outsourcing

Storing FDA Regulated Quality Documents

Posted by Recordsforce on Aug 27, 2020 10:08:43 AM
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Topics: Storage, #Scanning, #Digitization, Organization, Scan, Documents, Security, Compliance, Paperless, Store, Digitize, Automate, Efficiency, Storing Documents, Document Storage, Remote Access, FDA, Quality, Regulatory