A series of paper documents from contracts, financial reports to the important documents which need to be converted into digital data to easily access, share and protect safety. However, not all businesses have enough resources to invest into the system scan is expensive. So how do businesses can digitize documents quickly, cost savings? One viable solution is service scan rates.
So, better use the services document scanning rates or not? Is that this service can guarantee the quality, safety, meet the demanding requirements of business? Articles of Lac Viet will provide 6 important criteria to select service scan reasonable price but still quality assurance, unsurpassed, from technology applied to the possibility of data security, the speed of execution of work.
1. Why business need to scan documents?
Businesses often have to handle a large amount of documents, from contracts, vouchers to the financial statements, and these documents are usually occupied storage space, search time and handling. Therefore, the conversion of paper documents into digitized documents through the service scan not only solve these problems but also bring many long-term benefits for the business.
Find out more details about the reasons why every business today needs to scan the document in the section below.
1.1 strengthen effective document management
When the document is converted to digital format, businesses can easily search, access and share information with just few clicks. This not only saves time, but also ensure the workflow is optimized. The scan document allows the departments in the business quickly access necessary documents that do not need to lose time searching in the archives of physics.
1.2 save costs and storage space
One of the problems that many businesses face is storage space, material physics. The storage room material can occupy a large area and maintaining these documents require large expenditures of preserving, protecting from damage or loss. Scan rates to help businesses reduce the costs related to the storage of physical documents, simultaneously creating space to work more efficiently.
1.3 Compliance with legal regulations and information security
Today, the regulations on security – data protection increasingly more stringent. Documents stored on paper can not guarantee safety as the document number. Use tech scan and digitize documents to help businesses comply with the law on security, storage, document management safely, more efficiently.
1.4 enhance the professionalism and transparency
A system of document digitization allows businesses to create the transparency report, easy to check and compare. Not only does this help enhance the professionalism of your business but also create trust from partners and customers, the state agency. With management system, document number, maintaining records, contracts and other important documents become fast, accurate, easy to track.
2. Should have used service Scan rates?
Totally can use service scan rates. However, businesses need to find out about the reputation, quality of service comes.
With the strong development of digital technology, today there are many document scanning services with different prices. In particular, scanning service, cheap increasingly popular, become the choice of many businesses, especially the small and medium enterprises (SME) have limited budget. However, “cheap” doesn't mean “poor quality”. Complete business can find the service scan rates but still guarantee quality, efficient work.
Why select service scan rates:
- Cost savings: Service scan rates help the business save cost of investment in machinery and dedicated software, while reducing operating costs, system maintenance, scan internal.
- Flexibility: The service provider document scanning rates often offer the service pack versatile, suitable with the needs and budget of the business. Businesses can choose services scan project by project or by the volume of material.
- Service quality is not inferior to the high level of service: Technology scan today was very advanced, especially OCR technology (Optical Character Recognition), identify characters from documents images with high accuracy. Moreover, the service scan rates often use the device scan is the guaranteed image quality, clarity.
3. Criteria select service scan rates, good quality
When choosing service scan rates, business need to consider a number of important factors to ensure the quality of service they receive. The following are the criteria necessary to evaluate services document scanning rates, helping businesses can choose suitable:
3.1 Team and technology use
One of the most important factors when choosing service scan rates is technology which supplier to use. To ensure effective work, the supplier must use AI technology and OCR advanced.
- OCR technology (Optical Character Recognition): OCR helps convert document imaging (scan, photo shoot) into digitized text can search, edit. OCR technology is the support recognition English and other languages with very high precision, up to 98%.
- AI (Artificial Intelligence): AI helps to improve the performance of OCR to enhance their ability to recognize characters in the documents with complex formatting, not just handwriting, but also includes the document contains many charts, pictures.
Thanks to this technology, the document will be converted quickly and accurately, reduce errors and save time.
3.2 Check the reputation of the service provider
One of the key factors to select service scan rates the quality is the credibility of the supplier. Enterprises need to check the following factors to ensure that the services they select not only reliable but also ensure long-lasting quality:
- Reviews from former clients: Check the reviews and feedbacks from the previous customers will help you look objectively about the quality of service, reliability and the ability to solve problems of the supplier. The positive feedback from our old customers, will be a testament to the satisfaction, service quality.
- Duration operations on the market: A service provider has a long experience in the market usually have processes and team are optimized, understand the needs of customers, can solve the complex requirements in the scan document.
The reputation and experience of a provider not only helps business peace of mind about the quality, but also to ensure they receive long-term support, professional.
3.3 Ensure data safety
Digitized documents often contain sensitive information, such as contracts, financial documents or customer data. So, businesses need to choose what service and privacy statement comply with the rules on data protection.
- Committed to the security of customer information: Service provider scan must have security measures clear, such as data encryption, transmission, storage material. Besides, the need to ensure that only those authorised can access the documents scanned.
- Process data comply with the law: Service scan should comply with the legal regulations on data protection, as GDPR (General regulation on data protection) or the local rules related to the handling of personal information. This ensures that the data of the business are legally protected, safe.
3.4 the Ability to integrate with management systems, internal
When select service scan rates, businesses also need to consider the ability to integrate data scanned into the document management system available. This will help optimize workflow, and help employees easily access, manage document.
- The service offers file format flexibility: Service provider scan needs to support many different file formats such as PDF, JPG, TIFF or text format (TXT, DOCX) to meet the different needs of the business.
- Supports direct integration with the document management software: Service scan best, will provide the ability to integrate directly with the management software, document your current business. This helps automate the process of entering documents into the system, minimize the manual work.
3.5 Price transparency
An important factor when choosing a service scan rates is the price. However, cheap does not mean poor quality. Businesses need to choose which service have price transparency and reasonable policy.
- Service price clear: Service provider scan should provide a detailed price list for the service scan documents, including price, service, scan the page according to the number of documents, the other expenses incurred, if any. This helps businesses easily calculate and make decisions.
- Policy discounts when scan bulk: The reputable supplier such as Vietnam often have policies to reduce the price when the enterprise scan large amounts of documents. This will help business save cost in the process of digitizing documents.
3.6 Speed and efficiency in execution
Finally, the speed and efficiency of scanning services are also important factors to be consider. Businesses need to ensure that supplier committed to complete the work within a reasonable time, to meet job requirements without loss of quality.
The service provider scan quality will have the ability to complete the work in a short period of time, ensure that your documents are digitized quickly. For example, a business can make a request scan 1,000 pages of documents and in just 48 hours, the work will be completed.
4. Lac – service scan rates, application technology, AI – OCR
Lac Viet is proud to be one of the service provider scan rates in Vietnam, the application of such innovative technologies AI (artificial intelligence) and OCR (Recognition optical). Service of Vietnam not only help business save cost, but also improve efficiency, document management, document digitization fast, accurate, guaranteed.
We always go early in the application of advanced technology to improve the efficiency scan and digitize documents. The OCR technology of Vietnam to help identify characters from the document images, including document scan low quality, converting them into text, editable or search easily.
- Increase accuracy: The OCR technology of Lac Viet achieving extremely high accuracy in the identification of handwriting, the characters complex, reduce errors, save time editing documents after the scan.
- Process automation: Thanks to AI technology, Vietnam can automatically classify, extract data from the document is not structured to help businesses quickly collect information and apply on the business process that does not need to work manually.
- Save time: With the ability to recognize text, extract data quickly, Vietnam to help businesses reduce the effort and time of document processing, from that optimize workflows, increase productivity.
Lac is committed to superior quality and reasonable price, brings high value to the business. Lac Viet understand that every business has different needs about the amount of material need to scan the same level cost estimates, so we provide the flexible service pack accordance with the specific requirements of each customer.
The choice of service scan rates not simply cost savings but also a long-term strategy to help businesses optimize workflow and improve efficiency in document management. However, it is important that service must ensure quality, security, the ability to integrate with system internal management of the business. With criteria such as professional team, advanced technology such as AI – OCR, committed to data security and the ability to provide quick service, Vietnam is an ideal choice for business want to digitize documents in an efficient way, saving.
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
