Scan-On-Demand
We have combined our offsite document storage and document scanning solutions to offer a scan-on-demand service. This service allows you to securely store your files offsite and rapidly access a digital copy of any of those files, as and when required. The scanned file is securely delivered online, saving you future retrieval costs related to that file.
Scan-on-demand is an environmentally friendly retrieval option. It eliminates the need for physical deliveries and thus helps reduce one’s carbon footprint.
Securely Store
Our storage facility is designed and purpose-built for advanced records management. Leading security infrastructure and procedures ensure the highest level of protection.
Remotely Manage
With our user-friendly records management software, you can access and track your complete inventory online; action requests; and generate reports on all activity.
Rapidly Retrieve Online
Request a digital copy of any physical file you hold in our records centre. The digital copy will be created according to your specifications and securely delivered online within the required timeframe.
How It Works, Step By Step
Set up of authorised users
Only personnel that have been granted access rights by the client and set up on our records management system can request a digital copy of the client’s records in storage.
File requested to be retrieved via scan-on-demand
A request for a scanned copy of any file in storage can be made on our online records management portal using the file number or via authorised email by quoting the box number and providing a file description.
File pulled from storage
A scan-on-demand work order is created and the required file is pulled from the storage box. The file barcode is scanned as ‘picked’. If the file does not have a barcode it is issued with one and this is cross-referenced with the box barcode to ensure the file is returned to that box.
File is prepped and scanned
The required file is then brought directly to our secure document scanning department, prepped for scanning and scanned according to the specifications required by the client.
Scanned file indexed and quality checked
The scanned file is named/indexed as per the client’s requirements and quality checked.
Scanned file electronically delivered
The scanned file is securely delivered online within the agreed timeframe via our password-protected online portal.
Physical file returned to storage
The physical file is re-assembled and returned to the storage box it originated from. The entire process is tracked by our records management system using the file barcode.
Benefits of Scanning-On-Demand
- Efficient
- Cost-effective
- Environmentally friendly
- Access controlled
Securely Store Your Records Offsite And Gain Electronic Access To Them When Required
Request a free quote
Or talk to a specialist on 1800 946 398
In our experience, there are frequently asked questions (FAQ’s) about our scan-on-demand service.
