Manage and store documents digitization plays an important role, especially for the business wants to improve operational efficiency, minimize cost management papers. However, with the volume of records, duration limit, where is how to scan documents fast, professional, but still ensure the confidentiality, accuracy?
Vietnam will suggest 3 methods scan bulk material optimized, fast.
1. Scan documents what is? Why business need care?
1.1 Scan the document is what?
Document scanning is the process of converting paper documents, images or text into digital form through device camera to scan or application support. Documents after the scan is stored under a variety of common formats as PDF, JPEG or PNG, helps to easily store, manage and share it on digital platforms.
How to scan documents professional help businesses digitize information, reduce dependence on paper documents, from which the optimization process, storage and handling. The retrieval of information becomes fast and more accurate, especially with the large document or stored for long years.
1.2 why businesses need to scan documents
The scan materials bring more outstanding benefits for business:
- Optimize space storage: Eliminates the need to store physical documents bulky, instead it is the digital space neat, easy to manage.
- Easy search and retrieve: Use recognition software optical character (OCR), document after the scan can search by keyword, reduce processing time and search for information.
- Increased security: Compared with paper storage prone to loss or damage, digital documents can be encrypted and securely stored on the cloud.
- Support remote work: In the context of flexible working document digitization allows access in any where, improve job performance.
2. When businesses need to scan documents?
In the era of digitization, how to scan documents become more important than ever as businesses want to switch operating model, optimize the management and compliance with legal requirements. Below is the common case that the business should consider using document scanning services:
When the volume of paper documents become difficult to control
Over time, businesses are often faced with the mass storage giant document, including contracts, invoices, personnel records and other important documents. The management of paper documents not only occupy the area, but also easily lead to lost information.
How to scan documents, convert entire paper documents into a digital format helps reduce storage space physics and ensures that materials are always sort of science.
When the business transition to a paperless office
Paperless office (Paperless Office) are becoming the new standard, not only save the cost of printing, storing but also the social responsibility of business in protecting the environment. Document scanning is the first step in the construction system, smart office, where all information is stored in digital format and easy access on any device.
When there is demand for process optimization, information management
The search process, edit, share documents traditional paper usually takes a lot of time and hinder performance.
After the scan, the document can be integrated into the system document management (Document Management System – DMS) to increase the speed of access to information and improve the accuracy.
When the need for compliance with legal provisions on data storage
Industries such as financial, medical, and legal issues often have strict requirements on storage, document security, with the storage time can last from 5 to 50 years. Convert your paper documents into file number, not only to meet legal standards, but also reduce the risks of damage or loss of data over time.
When wishing to speed up the conversion process number
Document scanning is the first step to help businesses build infrastructure digitized comprehensive, create the platform for the deployment of technologies such as OCR (recognition), chatbot AI system integration and information management.
3. 3 Ways to scan documents in large numbers, quickly for your business
When faced with large volumes of documents need of goods, enterprises have several options depending on the needs, size and budget. Here are three common method to help you compare, choose the most suitable solution.
3.1. Use dedicated scanner
How to scan a document with your dedicated is the optimal choice for the medium and large business need to scan large amounts of documents with fast speed, high quality. The line modern machines are usually equipped with features such as:
- High scan speed: Some devices can scan from 60 to 120 pages per minute (ppm), ideal for the office needs to handle thousands of pages of documents every day.
- Integrated OCR software: Allows recognition and text stored under file format can search for help in easy retrieval of information.
- Support multi-format paper: From A4 size to small bills, votes input.
Advantages:
- Quick, save time with bulk material.
- Quality, image clarity, especially suitable for important documents.
Cons:
- High investment costs: Price scanner dedicated range from a few tens of millions to hundreds of millions of dong.
- Requires technical operator: Need staff have the knowledge to use and maintain equipment.
3.2. Scan through mobile app
The app scan documents on mobile is increasingly popular thanks to its flexibility, convenience. A number of app downloads include:
- Adobe Scan: Free app with the ability to automatically identify the edge of the paper, the integrated OCR to text search.
- CamScanner: Provides advanced features such as photo editing, collage PDF.
- Microsoft Lens: Seamless integration with services of Microsoft 365 is very convenient for business has used this ecosystem.
How to scan this document in accordance with small business or workgroup remote't want to invest in expensive machinery. However, performance is not high when the need to scan the volume of material. In addition, the scan quality may be uneven due depends on the camera of the mobile device.
3.3. Scanning services professional
Scanning services professional is the optimal solution for businesses that need to digitize documents large volumes quickly, efficiently, without must invest the initial cost for equipment or resources. With support from the scan device modern and a team of experienced professionals, how to scan documents professionally to ensure high processing speed, to meet the work schedule rushing of the business.
At the same time, the unit provided services is committed to the security process closely, minimize the risk of information leakage, especially suitable for the industries requiring high security such as financial, medical or legal. Not only that, the business also saves considerable cost when not to invest in machinery or training personnel to operate.
For those businesses that want to focus resources on core activities, outsource scanning services professional is not only onerous but also is important stepping stone in the journey of goods and construction paperless office.
Scanning services professional of Lac Viet is a comprehensive solution to help businesses handle the large volume of material in short time without having to worry about the cost of investment in equipment or resources to operate.
4. The process of scanning documents STANDARD – absolute SECURITY in Vietnam
Document scanning services at Lac Viet is designed with standardized processes to ensure efficiency, speed, fast processing and information security absolute. This process consists of 4 main steps:
Step 1: to receive documents from clients
The document is team of Lac Viet receipt carefully, including the classification, check the number and physical condition.
Then, the entire document will be sealed and recorded detailed information in the system of internal management. The process to scan this document to help minimize the risk of loss or confusion, particularly for businesses that have sensitive material or requires high security.
Step 2: Prepare documents need to scan
Before proceeding with the scan, the record will be thoroughly prepared. Our team of professionals handle material of Vietnam will make the stage as remove pin, classified according to the category, check each page to make sure the document is ready for scanning process.
For documents with special size or status old, the technician will use processing techniques suitable to ensure the quality of the best picture.
Step 3: Proceed with the scan
Use the scan device for professional use with high speed, the document is scanned into digital files with high resolution, ensuring crisp and full of detail. How to scan documents of Vietnam is to use the software integrated OCR (Recognition optical) to convert paper documents into digital text, which helps businesses easily search and manage.
In addition, depending on the requirements of customers, scan file can be formatted according to popular standards, such as PDF, TIFF or JPEG, serving multiple purposes using different.
Step 4: Check the quality
This step is important to ensure the end results of the highest quality. Each file scan will be carefully checked by our team of experts ensures not faded, missing pages or in the wrong format. After the test, digitized documents will be arranged tagging (tagging) according to the data structure due to customer requests, help the process of storing, lookup becomes simple and effective.
5. Digitized documents with comprehensive services Vietnam
The process of digitizing documents is not merely to scan documents or switching from paper to digital form which also includes the handling, management, integrated document into the system of modern technology. Digitization services comprehensive document at the Club brings to the optimal solution, helping businesses enhance operational efficiency, information management.
Services, document digitization OCR of Vietnam using the character recognition technology advanced, the ability to convert images, scan documents into digital text with high accuracy, supports multi-languages, including English accented. Besides, there are also a number of outstanding features the following:
- Convert your paper documents into digital text: OCR technology not only scan but also accurately recognize the characters in the document, and from then converted into text editable, searchable. This is especially useful for businesses that need to digitize the volume of material.
- Multi-language support: The OCR technology of Lac Viet is designed to handle many different languages, in accordance with the business operates on the international market.
- Export data to diverse formats: File digitization can be exported as Word, Excel, or PDF, to meet the needs of different uses of business, from storage, editing to reporting.
Vietnam not only provide the basic services but also to expand the capabilities of chemical technology with advanced AI, including:
- Translation automatic: With the support of artificial intelligence, digitized documents can be translated quickly and accurately. The translation system of Vietnam supports more than 87 languages, helps businesses save time and cost when handling materials international.
- Chatbot AI: Chatbot smart of Lac Viet is integrated to support data query. Employees can easily search, tap documents in the archives of through the chatbot, which helps improve work efficiency and minimize the time looking for craft.
The scan bulk material not only is the first step in the digitization process, but also solution is essential to help businesses optimize processes, improve productivity, information security. Depending on demand, scale, businesses should choose how to scan documents suitable for optimal performance the best. In particular, with the numerical solution a from Vietnam, the business is not only supported the process of scanning standards but also take advantage of advanced technologies such as OCR, automatic translation, and chatbot AI.
CONTACT INFORMATION:
- Lac Viet Informatics Joint Stock Company
- Hotline: 0901 555 063 | (+84.28) 3842 3333
- Email: info@lacviet.vn – Website: https://lacviet.vn
- Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, ho chi minh CITY. Ho Chi Minh
