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Need a SMART method of digitising paper.
Case Study 1
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Vital information I need to do my job is often scattered all around the office. My meeting notes are in my daytimer. Some of my customer files are in folders on my desk; others are in file cabinets around the office. Faxes are in piles on my desk. My e-mail, word processing documents, and spreadsheets are in my PC. It's like living in two worlds; one electronic, the other paper. I know that by locating my information in one place it would allow me to be much more productive. But budgets are tight these days. I need a quick, easy, and cost effective method for digitizing paper. Where do I start?
Let's start by scanning your paper documents with ScanSnap and organizing them into folders on your PC. Digitizing paper documents such as printed faxes, meeting notes, correspondence, and customer files allows you to consolidate important information in one accessible, manageable place. Once you have your paper in electronic format, you can begin managing and working with them as you would any other file on your PC or network.
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Case Study 2
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I find that I usually bring a number of printed documents with me on business trips to support discussions with my clients including technical manuals, marketing collateral, and financial records. My laptop is heavy enough to carry, but I need these materials for reference. Is there a way to make this easier?
Why don't you scan the paper documents you need and save it to your laptop? With ScanSnap you can easily scan and store massive amounts of paper documents to your laptop. Quick retrieval of the information is literally at your fingertips.
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Case Study 3
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I have piles of paper on my desk and the file cabinets around my office are stuffed. I think scanning can help, but I am concerned about the space these images will take up on my PC and network storage locations. What can ScanSnap do for me?
ScanSnap's automatic color, page size, and blank page detection capabilities determine the best method for digitizing and compressing a image file. Color pages are compressed using JPEG compression. Black and white pages are compressed using CCITT G4 compression. This allows you to keep image files sizes to an absolute minimum. In addition, the ScanSnap Monitor application provides the ability to further optimize compression of color image files. Let's look at storage requirements for a moment. Let's say on average you scan and store 40 documents per week containing 160 pages. That translates to 640 pages per month, 7680 pages per year. If we assume that 80% of the pages are black and white and the remaining pages are color, this will consume approximately 800MB of storage space over the course of a year. That is less than 1% of the storage capacity of most PCs. But there are other factors to consider. For instance, let's consider the human costs. How much time do you and others spend looking for information that is in and around your office in file cabinets and in piles on your desk? Could the time spent searching for information have been spent more productively? Next, let's consider the costs to infrastructure. Office space costs money. Depending on the location of your office it can be very expensive. How much do you spend on office space for file cabinets? How often do you need to retrieve information from these file cabinets? Could this space be put to better use? In addition, many PC's today are configured with writable CD drives and software. Using these tools you can easily archive image files to CD providing additional backup protection and storage space savings.
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Case Study 4
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Our company spends large amounts of money on paper, binders, file folders, and storage cabinets to store paper documents we produce and receive over the normal course of business. The cost of these office supplies continues to escalate.
Digitizing paper documents allows you to achieve cost savings in a number of areas includes office supplies, floor space, and manpower.
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