Government Document Scanning Companies of America

Disclosure of public documents is time consuming

Pulling files, the copying the data, next conveying the data and finally refilling the document, all can be an expensive and time consuming affair, not counting the need for complete accuracy in what is disclosed and what private information is withheld.

What better way to cost effectively allow mandated access to the public documents for which you are responsible. Then you can remove the paper files saving time and money in space requirements.

Scanning can reduce occupancy costs

Once the documents are scanned, the hard copy paper records can be removed to a more secure, but cheaper location. In some cases, the scanned documents are destroyed once a reasonable time has passed after "scanning". Document scanning can put two file cabinets on one CD. The scanned documents can be hosted by you or a professional outside electronic file hosting company. The end result is that scanning can make disclosure of public documents much cheaper and less time consuming while reducing the cost of space

Scanning can eliminate lost and misfiled government records

Once a document is scanned and hosted by a electronic file hosting company, you can never misfile it. Document Scanning can reduce the cost associated with lost, misfiled and checked out files.

Savings Associated with Government Record Scanning

You may want to call the Government Document Scanning Professional in your area for an overall review of your systems and procedures. However, there are some generalities about cost savings.

The more tangible costs include the labor cost to create the file, store the file, retrieve the file and process the file including faxing or copying and shipping.  Then there are the tangible costs of the file itself including file folder and label, paper costs, file cabinet costs, shipping costs, fax line costs, etc.

Over the life of the document, if only one in a hundred files is sent overnight at a cost of $15, one is faxed at a phone charge of $.50 and your filing cabinets cost $100 and holds 200 files, and you put files in hanging folders at a cost of $.30 each, then already we have a cost per file of roughly a $1.00.  When labor is added, the cost per file skyrockets.  Labor includes cost to

• create (label, package, copy) document
• file original document
• retrieve document (quadruple cost for lost or misfiled  documents)
• refile document
• ship some documents
• fax some documents
• scan and email some documents

Without looking very hard, it becomes evident that the cost of the document is between $5.00 and $15.00 and rising each month until the document can be destroyed. 

These costs are before the ongoing expenses associated with occupancy, safety, security, etc. 

These are the costs before the benefits associated with immediate customer service, immediate access to documents, etc.

Typical Motivation for Starting Scanning Government Records

Do you spend too much time retrieving records?  Do some of your documents actually get lost? Files stored in a central location and that are reviewed periodically have a great chance of being mis-filed or never refilled.  The result is that it takes a great amount of time to find such files.

Would you save time and money if your customers could view the documents they need online?  Do you and your customers need instant access to the files?  Is immediate customer service becoming extremely important? 

Are you running out of space for the hard copy files?  Are you looking at the costs of special filing systems, such as rolling files?  Are you looking at the costs of acquiring more office space for file storage? Are any of these costs in your budget?

Do you feel a need to reduce your overall costs associated with storing, retrieving, refilling and the safety and security of your documents?

If you had a disaster such as a hurricane, flood or fire, are your current documents protected?