How to allow users in different areas of the organization timely access to needed information from an individual in-progress Work Order.
Business and Corporate
Document Scanning Services
Convert Paper Documents to Electronic Format & Optimize Your Business Processes
Gain Easier Access to Information and Increase Efficiency With Document Scanning
In today’s fast-paced business environment, having your valuable information at your fingertips is a requirement and provides your organization with the competitive advantage it needs in order to succeed. Scanning or imaging your hardcopy documents using ACI’s document scanning services gives you quick and easy access to your information and can be the first step toward business process automation. Whether you simply want to digitize your paper files for online access or are considering automation for any of your business processes – document scanning is the first step.
Here are just a few of the ways scanning services can transform your business:
- Save time - scanned and indexed documents are easier to find & faster to retrieve
- Save money - reclaim office space and reduce your environmental footprint
- Permit secure, remote access to authorized end-users
- Permit secure information sharing and collaboration
- Prevent misfiles, document loss or destruction
- Consolidate information and reduce document redundancies
- Improve customer satisfaction with faster access to information
ACI Manages Your Documents So You Can Manage Your Business
With over forty years of experience and hundreds of millions of documents scanned, ACI is a proven leader in the document management industry. Our team of dedicated document scanning professionals is focused on accuracy, integrity and customer satisfaction, proven by the longevity of the ongoing relationships we enjoy with our clients. ACI’s secure scanning services can handle digital conversion projects of any size – large scale backfile conversions or ongoing.
We can assist your organization scan document types such as:
- Accounts Payable
- Accounts Receivable
- Cheques (Remote Deposit Capture)
- Bills of Lading
- Patient / Medical Records
- Student Records
- Employee Records
- Property Records
- Payroll Records
- Contracts & Agreements
- Purchase Order Files
- Meeting Minute Files
Converting your documents to electronic format using ACI’s high-quality document imaging services means your valuable information is available at your fingertips anytime, from any location, giving your organization a competitive advantage. To complement our document scanning and data capture services, ACI offers a Cloud Document Management solution to give you secure, easy access to your documents without the investment. Whether retrieving small receipts or large format drawings, our FileManager™ Cloud Document Retrieval solution can handle all your retrieval requirements.
ACI's Document Scanning Solution - The First Step to Automating Your Business Processes
Using ACI’s document imaging services is the first step towards business process automation, empowering organizations to minimize their document management costs and make more productive use of their resources.
From document pick-up to document destruction, our experienced team takes the guesswork out of the process and manages every step of your document imaging project.
Here’s what we do:
Secure Document Pick-up
Document Logging
Document Preparation
Document Scanning Services
Document Indexing Services
Quality Control
Secure File Transfer of Data & Digital Images
Document Destruction or Return (Your Choice)
Our solutions facilitate the remote work environment allowing our clients to continue to operate without interruption from any location.
Facts About Files
Following are some eye-opening facts from various reputable industry sources regarding document handling costs that will assist you in building an ROI for document scanning in your organization. These facts serve as great reminders of the value of document imaging / scanning services and are notably relevant given the ongoing tightening of corporate resources.
The average office spends $20 in labour filing or retrieving a single document. $120 in labour is spent finding a single misfiled document. $220 in labour is spent recreating a single lost document!
Banks have over 16 billion paper documents on file, growing at a rate of 4% per year – 80% of the documents are suitable for imaging!
The average business document is copied 19 times – over 81 billion sheets of paper are copied each month!
7.5% of all documents get lost, 3% of the remainder get misfiled!
Over $5 billion each year is wasted on printed materials that become obsolete before they are ever used!
There are over 4 trillion paper documents in North America – growing at a rate of 22% per year!
Only 10% of corporate information lies in structured databases. The remaining 90% – often critical to a business process – lies unmanaged in chaotic file system structures! Professionals spend 5 to 15% of their time reading information, but up to 50% looking for it!
A Price Waterhouse study required a paralegal to find 20 documents out of 20,000. After 67 hours of searching, the paralegal found 15 of the requested 20 documents. Given the same task, a Document Management System found all 20 documents in less than 3 seconds.
40 to 60% of an office worker’s time is spent handling paper, which translates to 20-45% of an organization’s labour costs and 12-15% of an organization’s expenses.
A digital storage device occupying less than 1 square foot, can hold what 200 four-drawer file cabinets can store in 1,000 square feet.
A Coopers & Lybrand study found that 70% of businesses existing today would fail within three weeks if they had a catastrophic loss of their paper records.
Studies show that managing digital documents using a service bureau costs substantially less than managing hardcopy documents.
For every 10 printed pages, only 1 is ever consulted!
A single FAX machine costs $6,200 per year; the average time to manually FAX a document is 8 minutes.
The cost of office space has increased 19%.
Sources: Coopers & Lybrand, PC Magazine, AIIM, Imaging Magazine, Inform Magazine, Fortune Magazine, Ernst & Young, Profitability Bulletin, Captaris, Office Space Across the World
Why Outsource Your Document Imaging?
Management consultant Tom Peters wrote that 90% of white-collar jobs would be altered beyond recognition and he listed outsourcing as one of the five major trends driving this predicted change – and for good reason. Utilizing a document conversion company like ACI to support an organization’s document scanning & data management requirements delivers a wide range of important and strategic benefits.
Predictable Costs
Because you only pay for what you need or use, organizations are able to implement a document & data management solution on a pay-as-you-go basis. And best of breed scanning services solutions can be implemented without the often long, drawn-out process of obtaining capital spending approvals. When you outsource, the cost is a budgeted monthly expense.
Lower Total Cost of Ownership
The cost of IT support and management for internal document & data management systems is often overlooked when considering the total cost of ownership for such systems. In the outsourcing model, the burden of these costs lies with the service organization – and is included in their fees.
Fast and Simple Implementation
ACI can set up a new customer for both document scanning and cloud document retrieval services in a matter of days. That’s because the hardware, software and networking infrastructure is already in place. We simply plug new clients into the existing system, and they are up and running.
Leverage Application Expertise
As a service organization offering high quality cloud document retrieval and dedicated to document & data management solutions, we are experts in the applications we host and support. Unlike internal IT staff that are often asked to support a variety of often complex business applications, our staff is highly trained in the systems and applications that deliver our document scanning & data management solutions.
Faster Simpler Application Upgrades
Centralizing application administration in a single location means that ACI’s clients don’t need to worry about getting or installing the latest software releases, as they are made available via manufacturers. We test new releases as soon as they are available, and implement them for our customers quickly.
Business Continuance
Most organizations don’t have a disaster recovery copy of their working paper documents – it’s just too cost prohibitive. That’s why storing electronic images of your important documents offsite, in a secure data center, is the perfect insurance policy against disasters.
How ACI Can Help You
For over 40 years, ACI has been helping organizations in both the private and public sectors manage documents & data more cost-effectively while reducing the risk of lost or misplaced documents, plus any associated penalties. Specifically, ACI has been helping organizations throughout North America to improve the productivity of their document & data management operations by automating their business processes and facilitating the requirement to work remotely.
Document Scanning FAQ
No special preparation is necessary. At ACI we provide a full service solution including document preparation to meet all our client’s document management needs.
We can make document images available for retrieval on a secure web platform using cloud document management software, or upload them by secure FTP for retrieval on a client’s internal platform. We also provide copies of scanned images and metadata on archival media for offline retrieval and disaster recovery. At ACI the choice is yours – make use of our end-to-end solution or receive your documents securely and retrieve them using your image-enabled application.
Documents can be scanned and provided in multiple formats including industry standard TIFF and PDF with or without text searchability. At ACI we can provide a multitude of formats based on customer requirements.
In spite of the transformation to a more digital world, approximately 80% of business information is still held in paper format which is expensive to store and slow to access. Document scanning, digital document creation and management address these issues by removing the requirement to store and handle hardcopy documents. By eliminating the need to physically locate and retrieve paper files, staff members can use their time far more productively and effectively. Organizations can also save time and money by making documents accessible digitally rather than creating multiple copies of hardcopy documents. ACI has converted hundreds of millions of paper documents to digital images, allowing its clients to benefit from solutions varying from simple retrieval to more complex document processing with business process automation. Our retrieval solutions can be on our client’s in-house platform or securely hosted by ACI using our own cloud document management software, allowing authorized end users online access from anywhere in the world.
Optical Character Recognition (OCR) is a process whereby documents are scanned and the images are processed by software using powerful algorithms and artificial intelligence to convert the printed words into text that can be edited using any word processing software. Intelligent Character Recognition (ICR) uses similarly powerful software to convert handwriting into editable text. At ACI we employ software tools which we have customized to validate extracted data for increased accuracy.
ACI specializes in all areas of digital document management and processing. We are very customer service oriented and respond quickly to our clients’ needs. By outsourcing to ACI our clients realize the benefits of document imaging without any labour costs, capital investment or maintenance costs. Most importantly our clients benefit from our expertise and fast turnaround. At ACI we provide quality services, quickly and cost-effectively with emphasis on accuracy and customer service.
Data Capture is the gathering of data from digital documents either by data entry or by Intelligent Data Capture (IDC) software. The captured data is typically used for indexing digital images and/or for document processing. At ACI we employ powerful IDC software and perform extensive quality assurance to ensure the accuracy of captured data.
Document Conversion is the conversion of hardcopy documents or microfilm to a digital format. This is accomplished by digitally scanning the original medium. ACI employs multiple scanning devices such as document scanners, cheque scanners, microfilm scanners, etc. to meet our clients’ varied document capture/conversion requirements.
Case Studies
An inordinate amount of time was spent looking for charts that were either not returned for filing or had not yet been re-filed.
How to further improve the process of handling accounts payable queries from the regional operations.
How to reduce the time involved at the shared services centre in handling accounts payable queries from regional operations and suppliers.
How to reduce the time involved in retrieving Pallet Control Notes in response to customer inquiries.
This Canadian Retailer was struggling with the ability to file and access delivery documents in a timely manner.
How to further streamline the Accounts Payable management process and allow the firm to cope with the increasing demands created by organizational growth.
Testimonials
“Our Emergency department handles in excess of 50,000 visits per year and as a result paper charts were becoming extremely labour intensive to manage. A decision was made to digitize, with a goal to improve the availability of previous charts in ER. Our RFP process revealed one company, ACI, that could help us cost effectively reach our goal.
They reviewed our current workflow and developed a digital solution to address our needs. Training sessions were held prior to implementation. In a matter of days, everyone was comfortable with our new solution. ACI has been excellent and worked very hard to help us seamlessly migrate to the new system. Their support was truly above and beyond.”
D. BoulericeDirector Patient Registration - EmergencyCornwall Community Hospital
“We are the largest CMHA in Canada with several sites and a significant number of patient records to manage. For 30 years we enjoyed a valued relationship with ACI. They always provided the right solution as our needs evolved from film-based records to digital. ACI scanned and indexed all hardcopy records going back to 1969, facilitating digital retrieval from our EMR platform. Before going live with our EMR system, ACI provided secure access to our digital records from their Cloud Document Management platform. They consistently responded to our needs and promptly and efficiently met our quick turnaround requirements. We would not hesitate to use ACI for any future document conversion projects. ACI earned our trust and we would highly recommend them to anyone looking for a document management solution provider.”
Anna Tersigni Phelan, B.A. CHIMDirector Quality & Risk, Chief Privacy Officer Canadian Mental Health Association, Waterloo Wellington
“We’ve been using ACI’s services for over 10 years and they have consistently met our changing needs. They accommodate our ‘zero dark thirty’ morning pick-ups and our very tight turnaround requirements on a daily basis. I really feel that I can count on ACI to understand our needs and to meet them in a timely manner. ACI is committed to providing excellent service and I feel they value me as a customer. I would not hesitate to refer anyone to ACI for their document management requirements.”
Salim MohamedbhaiManager - LogisticsIndigo Books & Music Inc.
“We consider ACI a reliable and trusted partner that we can always count on. Their work is accurate and on time and their staff are friendly and professional. We’ve been using ACI’s services for twenty years now and we appreciate their consistency and their flexibility. With recent global events and our staff all working from home, ACI offered a solution so we could easily continue to operate remotely without interruption. We really appreciate ACI and wouldn’t hesitate to refer them to anyone.”
Chukie WijegoonewardaneDirector, Risk & Treasury Chemtrade Logistics
“Accessing our credit documents is quick and easy, thanks to ACI. They provide us a valuable service and are very customer-focused. ACI has made working remotely possible and their team have also suggested enhancements to our existing solution to make it even easier. In today’s ever-changing world it’s comforting to know there’s something I can count on. I know I can always count on ACI.”
Kelly WilsonNational Credit & AR Manager Kruger Products Limited
“ACI’s solutions are user-friendly & flexible and they have been able to meet our changing needs over the years. Their staff are friendly, accommodating and prompt to respond when we call. It’s great to have a reliable document management partner that we can trust to meet our needs. ACI has been that partner for 20 years."
Mary Frijio Academic Services Supervisor Occasional Teachers, APSSP, SmartFind Express (SEMS), Records Management
Toronto Catholic District School Board
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