Vancouver office: 1.604.872.6771 

Category Archive: Enterprise Content Management

  1. 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.
  2. Case Study: Digitally Converting Microfilm for Enterprise Level Content Management with MCS Vancouver

    Leave a Comment MCS Vancouver scanning service bureau has an insurance company client that had committed to an EDMS (Electronic Document Management Systems) platform back in 1999. Previous to them implementing this digital records system, they had historically microfilmed all important business records, from application forms to beneficiary documents, memos, updates and remittance advice.

    Implementing Enterprise Level Digital Records System

    While all new correspondence since 1999 had either been created or captured electronically, there was a gap of several decades where the originating and follow up documents only existed on microfilm. At the height of their microfilm program, the insurance company had a fleet of microfilm reader printers which allowed the retrieval and printing of the records in question. With the digital conversion of systems, the old microfilm reader printers had been retired one at a time to the point where the remaining machines were in very sad shape. New machines were available, but were very expensive, to say nothing of the human labour to make them function.

    Converting 1000 Microfilm Rolls to Digital Images

    A study was undertaken to consider alternatives to replacing the reader printers. MCS, Vancouver’s Leading Microfilm Digitization & Document Management Service was contacted to suggest a solution. We proposed converting the 16mm microfilm rolls to digital image using our Sunrise microfilm scanners.

    sunrise_microfilm_scanner Converting 16mm Microfilm Rolls to Digital Images

    Cost Savings Converting Microfilm with MCS Vancouver

    Given the fact that there were approximately 1000 rolls of microfilm, and that every image on each roll of film needed to be captured, we were able to give our client an extremely attractive price.

    4 Million Pages Digitized, Now Searchable & Accessible

    The decision was made to proceed with this project last fall and scanning began in mid October 2012. In all, over 4 million images (representing single page paper forms) were converted, which represented well over one terabyte of data! Our client is extremely pleased with the quality of the digital images they have received, and delighted that no specialized hardware is required to search for or read images from their new digital archive. Their response times to their client’s customer service requests have shrunk, and the quality of the images they forward to their clients is a significant improvement over what was possible from the old microfilm reader printers.

Micro Com Systems Ltd.

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Micro Com Systems LTD.
8527 Eastlake Drive Burnaby BC V5A4T7

1.604.872.6771

vaninfo@microcomsys.com
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