Ask any professional and the first thing that he or she will tell you about operations and customer service is how important it is to listen to the client and get the instructions correct. This involves paying careful attention to each and every detail of the assignment – taking notes and asking questions when appropriate Effective customer service in document scanning can be just as crucial to the success of an assignment (or the company carrying out the assignment) as training in machinery operation and production basics, which is why document imaging training is so important.

Document Imaging Training at Scanning School - Learn About The Most Commonly Misunderstood Scanning  Instructions

Andy Sokol, the founder of Scanning School, the only document  imaging training program of its kind in the United States, has created a unique agenda that covers all aspects of document scanning and imaging in business – from basics such as vocabulary to sales and marketing techniques. One of the main reasons that Scanning School focuses a great deal of attention on effective customer service in document scanning is to demonstrate how something as simple as incorrectly grouping or coding the files or accidentally omitting a document from a scanning assignment can create a customer service nightmare which can result in loss of revenue.

According to the Scanning School instructors, some of the most commonly misunderstood instructions given for scanning assignments include the following:

What to scan (or not to scan) – This can vary from job to job, and the scanner operator must never assume anything in this regard.

Whether to use color or black and white – It should be kept in mind that color is more expensive for the customer and for the scanning business, so this should always be clarified and understood before beginning work on any assignment.

How the files should be indexed (or named) – This is once again dependent on the customer’s requirements. Some firms prefer using a numeric system, some use alphabetic, and some even prefer alpha-numeric.

How to group and code the files – These factors are also entirely dependent upon the client’s needs.

Industry specific instructions – Some examples of these include Bates Labeling, OCR (Optical Character Recognition) and document redaction for the legal industry.

Other things to consider is the software used by the customer, load files, other items that need to be done (or outsourced), number of pages, and the project deadline (which is extremely important in the legal and medical industries.

The comprehensive document imaging training provided at Scanning School covers much more than just the importance of effective customer service in document scanning, starting with the basics such as vocabulary and steadily progressing into such things as sales, marketing, and project management. Those interested in learning more about Scanning School are strongly encouraged to visit http://www.scanningschool.com/ and register for a free three-part webinar series which goes into greater detail about both the document scanning industry and exactly what to expect from the document imaging training at  Scanning School. There is only one session of Scanning School scheduled for this year, June 21 – June 24, 2012, and space for this event, to be held in sunny Fort Lauderdale, is filling up fast.

Document scanning has revolutionized the way that many companies handle file and records management. Once considered an internal application to make it easier to share files on a network, scanning has exploded into an industry unto itself – as more and more businesses have discovered its many benefits.

Scanning School Will Teach You The Advantages to Document Scanning for Businesses

There are a variety of advantages to document scanning, according to the knowledgeable instructors at Scanning School the only document scanning and imaging program of its kind in the United States. The combined years of experience of these professionals has provided them with unique and valuable insight into the advantages of document scanning, which includes many of the following:

(1) Document scanning reduces paper consumption. – This is a big benefit in the eyes of many people. Whether for reasons that are ecological or economic, reducing or eliminating the use of paper has become extremely important, and there is no better way to accomplish this than by adding document scanning.

(2) Document scanning enables easier sharing of documents. – This is self-explanatory. Regardless of how the documents are being stored (CD, DVD, USB, network, etc.), documents that have been scanned are portable and must easier to transmit or share between users than paper files.

(3) Document scanning enables the user to have a set of back up files. – Anyone has been through the frustrating ordeal of a power surge or software failure which has resulted in lost data can attest to the importance of file back up, and there is no better way to do this than document scanning.

(4) Document scanning enables the user to store a large number of documents in a small space. This is especially important in those industries that regularly handle large volumes or records, such as the legal or medical establishments.

(5) Document scanning enables the viewer to easily access, view, and search for documents. According to estimates, as much as 30% of an employee’s time can be spent searching for paper files. Indexing and coding capabilities, which allow the user to name and group files and records which have been scanned, are two of the greatest of the advantages to document scanning.

The document scanning and imaging training provided by Scanning School covers much more than the advantages to document scanning. The program is comprehensive, and begins with basics such as vocabulary and how scanning works, progressing steadily into important topics such as project management, job costing, operations, and even strategies and techniques for sales and marketing document scanning services. The fact that Scanning School was founded by the owner of a successful document scanning business, who has years of experience in the industry, only adds to the value of this training program. There is currently only one session of Scanning School scheduled for this year – to be held June 21 – June 24, 2012 in sunny Fort Lauderdale, Florida. Space is filling up fast, and those interested are strongly encouraged to visit http://www.scanningschool.com/ to sign up for Scanning School and view the many testimonials from satisfied graduates.

Although it may seem hard to believe, one of the most important things to consider when getting into the document scanning business is the facility itself. The scanning facility is, after all, not only the place in which the work will be done, but also functions as the location in which the documents that are being scanned, shredded, stored, etc. will be housed until the completion of the assignment.

What to Look for in a Document Scanning Facility

What to look for in a document scanning facility is in fact such an important consideration that this subject is one of the first topics that is addressed during the comprehensive document scanning and imaging training at Scanning School – the only program of its kind in the United States. The fact that the Dean and Founder of Scanning School, Fort Lauderdale businessman Andy Sokol, has owned a both a scanning and a shredding business for years has given him a clear understanding of exactly what a document scanning facility should consist of. He has put together the following list to help business owners make the right decision when it comes to this important issue:

(1) A document scanning facility must be secured. Privacy law compliance such as that involved with HIPAA ( Health Insurance Portability and Accountability Act), HITECH (Health Information Technology for Economic and Clinical Health Act), and FACTA (Fair and Accurate Credit Transactions Act) is mandatory for many industries. These laws were established to protect the confidential and sensitive information of the general public, and violations can be devastatingly costly for businesses. To ensure the highest level of security and compliance, the scanning facility should not be open to the general public. Part of this includes the use of sign in/sign out sheets that should be completed by any visitors or customers.

(2) A document scanning facility should be monitored. Regardless of how expensive or extensive the security or monitoring system involved, the facility must be under observation – especially at night.

(3) A document facility should be air-conditioned and/or climate controlled. Although this may not be appropriate for all areas – especially those with low humidity, it should be remembered that nothing wreaks havoc on paper as much as moisture. Wrinkled and damp documents will often not feed through the document scanning feeder effectively, which can jam the machine or tear the paper.

The document scanning and imaging training provided at Scanning School covers topics much more diverse than just what to look for in a document scanning facility. Scanning School starts with the basics, such as vocabulary and progresses steadily into the various scanning markets and ends with sales and project management. Scanning School has turned out hundreds of satisfied graduates since its inaugural class in 2010, and continues to garner rave reviews from trade associations such as NAID (National Association for Information Destruction) and PRISM (Professional Records and Information Services Management) International. For more information on the Scanning School program, please visit http://www.scanningschool.com/ to register for a free three-part webinar series which gives more information about the agenda and how to sign up. There is only one session of Scanning School scheduled for this year, June 21 – June 24, 2012, and space is filling up fast.

Starting up a new business or adding new services to existing business are often daunting tasks. This is especially true when the industry in question involves computers and technology, as Maggie Watson recently discovered, when the Joliet, Illinois businesswoman decided to add document scanning to her paper shredding business. She quickly discovered that although she was familiar and comfortable with a few of the basics, she was totally unprepared for her new venture and would need a lot of help to getting it off the ground. One of the first things she wanted to know when she began searching the internet why document imaging training is important. She also wanted to know exactly what was involved with this unique type of “education,” knowing that what she would need to learn transcended what is taught in traditional computer classes.

Why Document Imaging Training is Important in Business

Fortunately, her research put her in touch with Andy Sokol, the Dean of Scanning School – the only document imaging training program of its kind in the United States. Sokol has years of experience in the industry, having owned a successful scanning business since 1995 and a document shredding company since 2003. This has given him and the other Scanning School instructors a clear understanding of why document scanning and imaging training is important, as well as what is involved in running a document scanning business. Maggie subsequently discovered that the document imaging training at Scanning School not only helped her get started, but gave her the tools to better manage her employees to help them make the transition to document scanning. For example, the course includes basics on scanning and machinery operation that include how to teach the technology to both employees and clients – with the idea that clear knowledge will lead to better understanding of the client’s needs and the employee’s ability to meet these needs. One of the first questions that Sokol puts to his students is that, “…….if you can’t understand scanning, how can you effectively explain it to someone else?” Satisfied customers are the ultimate goal for any business, and it is not difficult to understand why document scanning and imaging training is important when the knowledge gained is applied to the proverbial bottom line – profits and revenue.

Scanning School has earned rave reviews since its inaugural class of 2010, with hundreds of satisfied graduates to the program’s credit. Sokol and his partner, Scanning School Associate Dean Gina St. George, refer to the course as “Boot Camp,” since it starts with the basics such as vocabulary and steadily progresses to such topics as project management, sales, job costing, operations, etc. There is only live session of Scanning School which has been scheduled for this year, June 21 – June 24, 2012, and space is filling up fast due to limited seating. Anyone interested in learning more about Scanning School is strongly encouraged to log onto the Scanning School website and register for a three-part webinar series which goes into greater detail about why document scanning and imaging training is important and what can be expected from Scanning School. For more information, please visit http://www.scanningschool.com/.

In order to have a successful (i.e. profitable) small business, it is often necessary for owners to “carve out a niche,” either some sort of specialized product or service or a standard product or service which has been adapted to a specific market or type of client. One such example of how one of these “niches” can become a lucrative business is litigation scanning.

Scanning School and Litigation Scanning Training

Few will argue that litigation is a unique business, filled with special rules and procedures that have been steeped in tradition. There are many reasons for the success of litigation scanning, most of which are directly related to the many benefits that scanning brings to the proverbial “table.” These advantages include, but are not limited to the following:

(1) Litigation scanning helps to meet the requirements for document production in a lawsuit, making it much easier to comply with strict disclosure regulations.

(2) Litigation scanning enables the law office to upload documents to a litigation software platform such as Summation, Concordance, or Eclipse.

(3) Litigation scanning enables the law office to have a backup of all files and records in the litigation matter, a crucial detail in the event of the loss of files or records.

(4) Litigation scanning makes it easier for law offices to view and access important files, which helps with productivity by eliminating time wasted filing and trying to find, misfiled or misplaced documents.

(5) Litigation scanning enables the user to index documents to facilitate easier searching and locating.

(6) Litigation scanning enables the law office to label the documents in any way they require, whether using a specific set of characters or random alphanumeric sequences such as those used in Bates Labeling.

(7) Litigation scanning enables the law office to have access to a control set of documents.

(8) Litigation scanning facilitates special document services, such as redaction. Document redaction is the literal “blacking out” of confidential information such as Social Security numbers, birthdates, addresses, etc. from legal documents to comply with privacy laws such as HIPAA (Health Insurance Portability and Accountability Act), HITECH (Health Information Technology for Economic and Clinical Health Act), and various others.

It is important to note that many of these litigation scanning applications were previously only possible through manual (i.e. labor intensive) methods and that scanning and accompanying technologies such as OCR (Optical Character Recognition) have helped to make them so easy and convenient that they are now considered crucial time saving devices.

Scanning School’s comprehensive document scanning and imaging training program covers much more than litigation scanning, of course. The class sections begin with vocabulary and basics, and steadily progress to topics such as project management, job costing, and how to market scanning services. There is only one session of Scanning School scheduled for this year, to be held in sunny Fort Lauderdale, Florida, June 21 – June 24, 2012, and space is filling up fast. For more information, please visit http://www.scanningschool.com/ and sign up for a free three-part webinar series which goes into more detail about scanning and what to expect from Scanning School. The website also features a link to register for Scanning School as well as various video testimonials from satisfied Scanning School graduates.

As technology advances and we all struggle to keep up, so it is no wonder that many small businesses are particularly concerned about adding new services or enhancing existing services when computers and technology are involved. This is a common problem, and one that the knowledgeable instructors at Scanning School recognize as being a potential barrier to the use of document scanning and imaging. However, few will deny that the trend is toward “going paperless” in our society. Whether for environmental reasons, to save on costs and/or valuable storage space, or because the industry recommends or requires it, more and more offices are reducing the use of paper and this spells disaster for those who depend on the paper medium for their revenue. Two of the hardest hit industries affected by the shift toward paper reduction are paper shredding and document storage. The best way for these businesses to increase profits and remain competitive, according to experts, is to add document scanning to the list of available services. In this way, the customer can be helped in all levels of document management by a proverbial “one stop shop,” rather than having to seek these services from different vendors. However, the addition of document scanning is not as easy as it sounds, and there are many factors which must be considered and much to be learned to ensure the success of a document scanning business, which is why these two industries are at the top of the list to answer the questions of who needs Scanning School. The best evidence suggests that this comprehensive document scanning and imaging training can be very helpful to both in many ways.

Who Needs Document Scanning School? You Do!

(1) File and document storage companies– It stands to reason that if fewer paper records are being produced, than fewer companies will be in need of storage space to house them – and cloud-based file storage is fast becoming a much more popular storage method for a variety of reasons. Document scanning training can teach those in the file and document storage industry how adding scanning can provide them with a whole new way to make money and serve customers while at the same time reducing company costs.

(2) Records and document shredding companies – Like document storage, the document shredding industry is dependent upon paper use and consumption. Document scanning training can enhance shredding services by teaching shredding owners and employees how to sell document imaging service and how to best incorporate them into an existing infrastructure.

One of the reasons that shredding and storage companies are at the top of the list of who needs document Scanning School is that the program’s founder, Andy Sokol, has been in these industries for years. This experience has given him a unique insight and a clear perspective into the best way to set up, operate, sell, and market scanning services. The training begins with basics such as vocabulary and progresses steadily into the more intense topics. There is currently only one session of document Scanning School scheduled for this year, June 21 – June 24, 2012, in sunny Fort Lauderdale, Florida. Space for this event is filling up fast and seating is limited. Please visit http://www.scanningschool.com/ to register for a free three-part webinar series which goes into greater detail about document scanning and who needs Scanning School. The website also features a link to register for Scanning School as well as various video testimonials from Scanning School graduates.

As any office that regularly uses document shredding will verify, this technology has completely changed the way that files and records are managed and maintained. Document scanning, for those unfamiliar with the term and/or the technology itself, involves literally making a digital copy of something. The most common item which is associated with scanning is of course a traditional paper document. However, document scanning has also been used to copy such as records, x-rays, receipts, checks, blueprints, and packing slips, as well as a variety of other records. For industries that rely on having access to these documents, scanning is an invaluable tool. Although there are many benefits to document scanning, according to the instructors as Scanning School – the only document scanning and imaging program of its kind in the United States –there are four major advantages that companies that offer scanning services can call upon to sell scanning to customers that may be reluctant to try it.

Scanning School – Learn the 4 R’s of Document Scanning

 These benefits, which are referred to as the 4 R’s of Document Scanning, include the following: 

Reduction – This includes a reduction of time spent filing paper documents as well as time spent searching for paper records. Estimates have indicated that office employees can spend up to 30% of their time on this task, which could no doubt be spent more productively doing other things. This leads to another the most important reduction – the reduction of cost.

Regulation – Document scanning assists compliance with privacy laws established by the federal government, including HIPAA (Health Insurance Portability and Accountability Act), HITECH (Health Information Technology for Clinical Health Act), FACTA (Fair and Accurate Credit Transactions Act) – which were put into place to safeguard the confidential information of the public and prevent identity theft and related crimes. Violations of these laws can be severe for not only the individual whose information was leaked but also the business (and employee) responsible for this breach. Fines can reach into the millions of dollars, and could easily bankrupt a small business.

Retention – Files which have been scanned can be easily retained and saved for backup or in case they need to be accessed later. A bonus to retaining scanned files is that they require no physical storage space; further reducing costs (see number 1 – Reduction).

Relaxation – Businesses that use document scanning to store files find many tasks, such as finding, viewing, or sharing files, much easier and less stressful.

The comprehensive document scanning and imaging training provided at Scanning School teaches much more than just the 4 Rs of document scanning. The program instructs students on how to take these ideas and expand upon them, increasing revenue and enhancing service along the way. Those interested in learning more about Scanning School are encouraged to attend a free three-part webinar series that goes into greater detail about what to expect from Scanning School, which is being held June 21 – June 24, 2012 in sunny Fort Lauderdale, Florida. For more information or to register, please visit http://www.scanningschool.com/.

In order for any business to be successful, it is important that each member of the staff be fully aware of what is expected of him or her with regard to not only duties, but also behavior and attitude. After all, each employee is hired with the understanding of a designated role to play in the day to day operations of the business and with the idea that even the smallest contribution can be crucial to the delivery of the most satisfactory product or service. This philosophy forms the proverbial “cornerstone” of some of the most important aspects of the document scanning industry – policies and procedures.

Scanning School Can Teach the Importance of Document Scanning Policies and Procedures

The importance of document scanning policies and procedures is one of the first topics addressed by the comprehensive document scanning and imaging training at Scanning School – the only program of its kind in the United States. According to these knowledgeable professionals, who each have years of experience in both document scanning and business operations, policies and procedures actually begin with the concept of the “value chain.” The analogy of the chain in business in not new, and is probably very familiar to anyone in the corporate setting – i.e. the chain is only as strong as its weakest link. In the document scanning industry, this idea begins with management. The role that effective management plays in the document scanning policies and procedures cannot be emphasized enough. Management actually has two functions – it sets the guidelines and also provides the example, a type of “role model” that the employees can both respect and follow. It falls to management to teach each employee about his or her respective role in the company as well as to caution the staff as to what can be expected when and if this chain is broken.

Another reason to tout the importance of document scanning policies and procedures as it relates to the value chain concerns the scanning assignments themselves. Every time a document in a scanning job is touched by an employee, it adds value to the chain and to the level of service that is both required and expected by not only management but also by the customer. This can be difficult at times, due to the unique nature of each scanning assignment, but clear policies and procedures can go hand in hand with effective management to ensure success – and a strong value chain.

Highlighting the importance of document scanning policies and procedures is just one of the many lessons to be learned during the course of the Scanning School program. The course begins with the basics, such as vocabulary, and steadily progresses to more in-depth topics such as job costing, project management, sales, and marketing. Scanning School has earned rave reviews from former students – graduates who have taken what they have learned back to their businesses with much success. There is only one session of Scanning School scheduled for this year, to be held June 21 – June 24, 2012 in sunny Fort Lauderdale, Florida, and space is filling up fast. For more information, please log onto http://www.scanningschool.com/ and sign up for a free three-part webinar which explains in greater detail what to expect from Scanning School. The website also features a link to register for Scanning School as well as other pertinent information.

Generally speaking, an archive is a record that has been selected for permanent or long-term preservation on the basis of its enduring functional, cultural, historical, or evidentiary value. It can also refer to the physical place in which this type of record is stored or located. In terms of business, an archive serves several purposes: to show the function or an organization; to maintain compliance; to maintain design history; for financial or tax reasons; and/or for liability protection. It is therefore easy to understand the reluctance on the part of many companies to part with these records – even in the face of the trend to “go paperless” and reduce costs by getting rid of paper and reducing the need for storage space. Archive scanning, which consists of scanning these documents to a CD, DVD, USB, network, etc. for electronic storage to get rid of the paper, is slowly changing the way that these companies think about document management. The use of archive scanning is growing steadily, as more and more small businesses opt for this solution – despite the initial cost.

Document Scanning School and Archive Scanning 

For document scanning companies, archive scanning is considered one of the easiest scanning assignments. This type of job is referred to in the scanning industry as “scan and shred.” Documents which have been archive scanned do not need to be put back together, as is usually required in other types of scanning jobs. This translates into major time and labor expense savings for the scanning company. In addition, archiving work is usually not time sensitive. The scanning company is under no pressure to complete the job by a certain date, which means it, can avoid expenses such as overtime pay while letting the archive assignment function as “filler” work – keeping the production staff busy during off peak times.

Unfortunately, there are also several disadvantages to archive scanning that the scanning company must face when tacking one of these assignments. Chief among these is the competition – some archive scanning companies have extremely high-speed equipment, which enables them to offer very low pricing. Another competitor to archive scanning service is box storage, due to the fact that a company whose records are already in boxes will usually not want their records scanned unless they need to access them for some reason. The third of these disadvantages concerns profits – archive scanning usually has the lowest profit margin of any scanning job.

One way to learn more about incorporating archive scanning into an existing business is to attend the document scanning and imaging training at Scanning School – the only program of its kind in the country run by industry experts with many years experience in scanning and operations. Scanning School starts with the basics, such as vocabulary and an introduction to the technology, and progresses steadily into such topics as marketing, job costing, and project management. There is only one session of Scanning School scheduled for this year, to be held June 21 – June 24, 2012 in sunny Fort Lauderdale, Florida. For more information, please visit http://www.scanningschool.com/ and register for a free three-part webinar series which goes into greater detail about what to expect from Scanning School. The website also features video testimonials from satisfied former students as well as the link to sign up for Scanning School.

One of the first questions which is often asked by prospective students of Scanning School, the only document  imaging training of its kind in the United States, is what they can expect from the program itself. How advanced is the document imaging training? And does it cover more than just the basics to help get started in the industry? Fortunately, the creator of the Scanning School program, Fort Lauderdale businessman Andy Sokol, has come up with a way to introduce the material and provide a general guideline as to what to expect from Scanning School to enable those interested to get a firm grasp on what is involved – in the form of a free three-part webinar series located on the Scanning School website.

What to Expect from Document Imaging Training 

This webinar series closely mirrors the syllabus and follows the same path of progression to demonstrate what to expect from Scanning School. This layout for document imaging training includes a general overview and/or lesson in each of the following areas:

(1) The Basics – Part One of the webinar series begins with an introduction to document scanning. This lesson covers vocabulary, file types and formats, add-ons, and document delivery options.

(2) Operation – Part One continues with a lesson that concerns not only equipment and software specifications, but also touches on facility setup and workstation design recommendations.

(3) Corporate Clients – The types of service, the needs of corporate clients, and ECM systems are addressed in this module, which concludes Part One of the webinar series.

(4) Litigation Clients – Part two of the webinar begins with a lesson that discusses why the legal industry is such a great market for document scanning and imaging. This module also delves extensively into how scanning fits into the anatomy of a lawsuit and even discusses the unique litigation sales cycle and introduces advanced topics like e-discovery.

(5) Medical Clients – Part two of the webinar concludes with a lesson that details the latest in medical scanning trends and technology as well as talks about selling software.

(6) Facility and Production Management – The last part of the webinar training series focuses on important topics such as the hidden costs of document scanning, methods and advice for hiring the appropriate staff, project training, establishing policies and procedures, how to figure job costing in scanning, and also talks about workflow, and the importance of quality control in document scanning.

As can be imagined, the webinar is very helpful in that it gives a great overview of what to expect from the document imaging training at Scanning School. Sokol and the Associate Dean of Scanning School, Gina St. George, have many years of experience in document scanning, records shredding, file storage, and operations between them and developed the exclusive Scanning School document imaging training program to not only teach how to start a scanning business but also how to incorporate scanning services into an existing business. For more information or to register for either the webinar or for Scanning School, please visit http://www.scanningschool.com/.