Vancouver office: 1.604.872.6771 

Category Archive: Electronic Document Management Systems

  1. Document Digitization: Experience + Innovation = Expertise

    Leave a Comment

    Clients who patronize a document digitization, image scanning, and data capture bureau like Micro Com Systems (MCS) expect the work to be on point. After all, many organizations could manage most of these jobs in-house, but sometimes scale or special requirements warrant a professional touch.

    As a firm that specializes in document imaging, Micro Com has become very good at replicating images with impeccable quality. And many organizations are quite happy to pay for the work they would rather not do.

    But while all of MCS’s clients have paper or microforms to scan, very few jobs can be processed in exactly the same fashion. For example, a recent client had a number of large format plans that were interfiled with regular letter and legal sized documents. And the customer required the final scanned images to mimic the original paper files exactly.

    This meant the large format and letter/legal documents first needed to be separated and then scanned on different platforms. Then they needed to be earmarked with placeholder targets by hand so the pages could be correctly assembled post scanning.

    Anticipating that this could be the first of many similar jobs, the team at Micro Com Systems put their heads together for a solution to streamline the process. Staying on top of emerging trends in hardware and software is incredibly important in the scanning industry. As a result, the team was able to leverage their knowledge and create an application using Microsoft Ink.

    The application allowed them to generate placeholder targets using a special stylus and tablet. The data from these forms were stored in a database, which subsequently printed a new generation of targets that allow the separate work streams to be combined electronically.

    Because of this, subsequent jobs with similar requirements can now be performed easily, without piling on considerable costs for time and labour.

    While customers may not appreciate the subtleties of how individual jobs are processed, they always appreciate high-quality work that is delivered on time and on budget. In short,  as a  document digitization, image scanning, and data capture bureau, Micro Com knows how to innovate to meet the needs of different clients. It’s how they can ensure people get the documents they need, exactly the way they need them.

  2. Micro Com Systems Breaks Hoarding Tradition

    Leave a Comment

    When you’re a business that scans and digitizes over one million pages every month, being surrounded by tech and paperwork just goes with the territory. However, after a recent move to Burnaby, the management at Micro Com Systems has some advice that other businesses might find valuable—beware of becoming an accidental hoarder.

    The relationship between tech and business is almost as natural as peanut butter and jelly. There’s an easy harmony between them—a synchronicity. One makes the other better.

    What We Offer – Vancouver Document Scanning Services and More

    As a company engaged in all forms of document digitization, image scanning, and data capture, part of the reason for the hoarding is understandable. There’s a lot of tech, and certain makes and models that still play a role in select operations have been retired, so older machines are kept around for parts. Micro Com also sells and services capture hardware and, once again, older machines were kept in case someone needed an elusive component.

    How We Tidy Up

    Other clutter, however, was less defensible. There were hundreds and hundreds of banker’s boxes packed to the brim with paper, drawings, and microfilm from long-completed jobs. When returns were not requested, many of the boxes were shunted into the corners of the 5000 sq. ft. warehouse—and forgotten. And things just went too far.

    When it finally came time to decide what to keep and what to discard, there were literally tons of waste. A junk-hauling company had to be called in—and it took six 5-ton trucks to haul away the incredible volume of garbage and recycling. In addition, seven 64 cubic foot (2 cubic metre) steel cages of paper were sent for shredding.

    To prevent this from happening again, the solution moving forward will be to implement a yearly spring cleanout—and it’s a lesson other businesses might take to heart. After all, if people regularly clean out their homes to keep them from getting cluttered, why should a business be any different?

    Digitizing Your Paperwork Solution – Contact Us For More Details

    The team members at Micro Com Systems look forward to serving you from their newer, tidier location in Burnaby. Ask them how digitizing your paperwork can cut costs and make your important paperwork more accessible and secure—and leave your office tidier. Call 604-872-6771 or reach out online.

  3. Enterprise Content Management in Vancouver | Vancouver Scanning Service for ECM or EDMS

    Leave a Comment Many companies are looking at introducing ECM (Enterprise Content Management) or EDMS (Electronic Document Management Systems) to streamline their operations. Many questions arise early on for organizations considering the adoption of ECM/EDMS. What are the hardware requirements? How many FTE’s can be re-deployed, and what training will they require? What about IT support? What type of scanners are necessary, enterprise, departmental or desktop? What about capture software and licenses? Service contracts? Network or bandwidth considerations?

    Understanding Electronic Document Management Systems

    Most traditional office equipment vendors sell scanners and scanning hardware, and many represent or sell scan capture software products as well. Many Vancouver scanning service bureau’s also offer scan capture hardware and software products for sale and do so with invaluable experience gained through rigorous trial and error over many years and in almost every situation imaginable. A scanning service bureau can offer additional value by suggesting the most efficient way to set up a scan environment for a client, potentially leveraging legacy systems and databases as well as other complementary technologies.

    Selection of Scan Hardware and Software

    There are many factors that can influence the selection of scan hardware and software. Of particular concern are the need for back file conversion of existing paper records, and the day forward capture strategies for new paper documents entering the system. Any company that has been in business for several years will have significant volumes of paper housed in traditional filing cabinets, archive boxes and in offsite storage. If it is decided that all or most of these records should be housed in the ECM / EDMS, that will have a huge impact on the implementation strategy and costs.

    Impact on Strategy & Costs

    For example, if company X determines it has several million pages of paper records to scan, or a whole library to digitize, it has some very important decisions to make. If company X chooses to do this work in house, they will need to commit significant financial and human resources to the task. They will need to invest in high speed scanners and capture software / licenses as well as service contracts, hire and train several supervisors and perhaps 8-10 operators, commit many hundreds of square feet of office space and assign valuable IT resources for the life of the back file conversion.

    Vancouver’s High Volume Scanning Service Bureau

    Alternatively, company X could retain a scanning service bureau to perform this work on their behalf, which can offer significant advantages over performing the work in house.
    1. Hardware and software investments will be considerably reduced as only the day forward (usually a vastly smaller volume) work will be processed by company x.
    2. Human resources will also be significantly reduced (see item 1).
    3. Production timelines will be drastically reduced if required as service bureaus can ramp up or down to meet tight deadlines.
    4. On a direct cost comparison basis, the costs associated to converting the back file using a service bureau are usually dramatically lower than performing the work in house. The disparity in cost is especially large if the back file conversion is the first assignment taken on by a newly created in house scan team!
    5. The same scan capture software and methodology employed and perfected by the scanning service bureau over millions of cycles can be deployed in house on a smaller scale for day forward capture, saving considerable time, cost and effort.

Micro Com Systems Ltd.

Copyright 2015. All rights reserved.


Micro Com Systems LTD.
8527 Eastlake Drive Burnaby BC V5A4T7

1.604.872.6771

vaninfo@microcomsys.com
Webmail

Ask how I went completely paperless using MCS Microcom Learn How