1-888-563-3732info@rsrs.com

Document Scanning

A Complete Digital Conversion Solution

Do you have thousands of paper documents taking up valuable space and making it difficult for you to instantly find the information you need? With 20 years of experience, the professionals at RSRS will convert paper documents of any shape and size into instantly retrievable digital files that can be stored on your computer or a shared server.

Whether you’re a medical practice that wants to scan patient files; a lawyer who wants to scan and retrieve client documents; a business that wants to scan incoming accounts payable or simply trying to clear out the paper clutter, RSRS can scan your paper files with no disruption to your workflow, giving you instant accessibility to your documents while freeing up office space and time.

  • Scanned files work with – or without – a records management system
  • Retrieve records in 3 seconds
  • Free up valuable office space
  • Save on staffing, equipment, printing, copying and postage
  • Protect records from disaster
  • Compliantly store records for as long as required
  • Search by keyword in easy-to-use digital files
  • Quality assurance checks, guaranteed work, and quick turn-around times
  • PIPEDA officer on staff
  • Bankers box paper record storage available (with scan and send on demand service)
  • RSRS is physician-managed and has been consulting on confidential document management projects since 1997

Whether we’re pulling staples, scanning paper or indexing the digital files, our document bureau is outfitted with best-of-breed technologies to ensure the highest quality images are fully prepared, verified and delivered back to you promptly.

We can also show you how to combine your new digital files with state-of-the-art workflow processing technology. RSRS will help you improve your productivity and profitablity with high-powered, easy-to-use information management tools and techniques.

RSRS is a Canadian leader in confidential and secure document scanning. Our fully-qualified staff are all trained in the highest levels of quality control and all have signed appropriate Non-Disclosure Agreement forms to ensure full data protection and confidentiality of our client materials.

RSRS can help you evaluate your document scanning requirements and recommend a solution for your organization. Contact RSRS today at 1‑888‑563‑3732, Ext 2 or email info@rsrs.com.

Find your files effortlessly: Imagine finding any file you need within 3 seconds. Type a word, press a simple search button, and there it is.

Why Go Paperless?

  • Save space: Files should not be dominating your office or your storage area. Reduce thousands of physical files by putting them on a DVD, USB, server or in a document management system.
  • Find your files effortlessely: Imagine finding any file you need within 3 seconds. Type a word, press a simple search button, and there it is.
  • No more misfiled documents: Companies spend $120 in labour to find one misplaced document and on average, 2-4% of documents are misfiled. Once scanned, misfiled documents become a thing of the past.
  • Preservation:Digital files do not degrade. No fading, no wrinkles, no tears. You can make as many backups as you wish.
  • Security: Scanned records are much easier to secure and to control who has access to them.
  • Retention:Compliance with retention requirements is easy and economical. No more searching for files. With a simple search button your file is retrieved and opened in a matter of seconds. No more misplaced files!
  • Share and distribute easily: There is no need for photocopying with digital documents. Sharing documents is instantaneous without the paper shuffle. With document management, you can also manage collaboration.
  • Save money: You will eliminate so many of the costs associated with managing paper.
  • Be green: Eliminate the environmental impact from your office.
To learn more about the Paperless logo visit http://www.paperlesslogo.com/

RSRS will immediately retrieve, scan and upload any required file in a moment’s notice while your files are in our possession during the scanning process. The transition to paperless files will have minimal disruption on your regular office procedures.

FAQ: Document Scanning

How will I be able to maintain normal office activities while my files are with you?

RSRS takes the time to understand your office processes and your requirement for your files. Typically, we will work out a scanning timeline whereby you are left with a certain number of records required. We take the rest. We’re also able to immediately retrieve, scan and upload any required file in a moment’s notice while those files are in our possession. The transition to paperless files will have a minimal disruption to regular office procedures.

How will my scans be indexed (named)?

Your files can be named in any manner you wish. In its simplest form, there is one “field” of indexing (ie. name, company, numerical identifier). However, at your option, we are able to use as many fields of indexing as you wish. For example, you can use a name, type of document, date, invoice #, etc.

How do I know how many banker’s boxes of material I have?

A typical banker’s box measure 10? x 12? x 15? and will hold approximately 14? of records. We recommend that you take a linear measurement of all your files (in inches). Take that number and divide by 14. That will give you an approximate number of boxes.

Do you offer pickup and delivery services?

RSRS offers pickup of your boxed documents from anywhere in North America.

What sort of security measures do you have in place?

RSRS has been in operation since 1997 and got its start in the confidential and secure storage of personal health records. Our standards for security and privacy of information exceed that of many larger commercial storage centers as we must also be compliant with the standards used for personal health information. Our storage and scanning facilities are all approved to process sensitive information.

How many documents fit onto a CD?

This will vary depending on the amount of information (ie. ink) on each page, but typically, 20-30 banker’s boxes of typed documents will fit on one CD. Imagine the amount of office / storage space you can reclaim!

Which electronic format do you use for your scans?

RSRS scans to any of the popular formats, including PDF, TIFF and JPEG.

How should I decide whether to scan or store my documents?

There are a number of factors to take into account that will assist in the decision regarding the scanning or storage of documents. Factors such as retention, frequency of access, need to share, budget are all factors that come into play. Your RSRS account manager will ask you a few questions regarding the documents and will make a recommendation.

How do you deliver our scanned documents to us?

TDelivery can take place in any number of ways. We can place the images directly onto your harddrive, on a USB stick, on a read-only CD or DVD. We’re happy to accommodate your particular needs.

Couldn’t I do the scanning on my own?
For small daily volumes of documents that require upkeep and a quick turnaround, it might be best to do it yourself with a small office scanner. We can help with scanner recommendations.

Larger volumes of documents (ie. many thousands) are not a job for your staff or “summer help”. This is better sourced out to a professional document scanning company. You’ll have the benefit of commercial-grade scanning equipment, trained staff, a thorough quality assurance regimen and the benefit of years of experience.

How can I manage paper documents along with word processing documents and emails?

A document management solution is required to store and manage a variety of documents. RSRS recommends Digitech PaperVision to handle enterprise-wide document management. Documents are digitally stored and indexed within the system for easy retrieval when and where you need it.

How will I know that you’ve captured every page when you do our scanning?

We utilize a stringent quality assurance regimen at RSRS. As well, we utilize state-of-the-art, dedicated scanning equipment that utilizes ultra sonic double feed detection technology which automatically stops the process any time multiple pages are fed through at the same time.

What is OCR and why is it important for me?

OCR stands for “optical character recognition” and is important if you’re planning to search through a large number of scanned documents for the occurrence of words within the documents. OCR enables you to immediately locate words or phrases instantaneously. This system is already in wide use by legal offices, museums, archiving facilities, and educators, and the OCR resource that RSRS provides is one of the most cost-effective approaches to storing and accessing electronic documents

Our documents are not permitted to leave our premises. Can you still help?

RSRS offers onsite document scanning services for those organizations who have policies preventing their documents to leave their premises. We will send qualified scanning staff along with the equipment necessary to scan at your premises. We will work with you in advance to develop an onsite scanning plan to suit your needs.

Should I keep my original records?

In most cases these days, electronic scanned documents are acceptable by government agencies and courts of law. The key is to ensure that the documents can be proven to have been scanned, stored and managed with due care and diligence. A professional scanning bureau has standards and the software used often has audit logging capabilities.

I’m confused about all the choices with document management software. How do I choose?

RSRS makes recommendations based on a number of factors including: the demographic of those that will be using the system, the needs and factors involved in the input and output of the data and the workflow and process needed from conception to destruction.

Do I require a document management system to view my scanned records?
No. In fact, if your files are simply being scanned to PDF format (though we can scan to the format of your choice), with only one field of indexing, you may wish to receive the scans as PDF files which you can store on your server, on disc, USB stick etc. Retrieving this type of file is as simple as finding the file by name in your directory and opening it on your desktop.

If you prefer, we can provide you with an excellent document management program that will allow you to search, retrieve, manipulate and perform a number of other functions with your scanned files.

How can I go through this process in more detail?

RSRS offers a free consultation in which we will address, in detail, any questions that you may have. We’re happy to provide you with a demonstration of the quality of our scanning and our document management software. We’re also happy to give you a quotation that you can use for budgeting purposes. Please call us today at 1-888-563-3732 Ext. 2, or email your enquiry to us at mailto:info@rsrs.com or click here.

Frequently Asked Questions

RSRS also offers consulting services and professional-quality scanning technology to help you set-up or update your organization’s in-house scanning (digital conversion) capability.

Scanners

As a leader in document management, RSRS also provides consultation and assistance for its clients looking to set-up their own in-house document scanning department. Along with training your staff and procuring the right software to handle the job, RSRS helps you select just the right scanner for your budget and requirements.

Fujitsu-fi-7180-Document-Scanner

Fujitsu offers scanners to suit most every need, from departmental units capable of handling 50 double-sided pages per minute, to high volume units that can take in a whopping 120 double-sided pages per minute.

We’re actually quite amazed at how well the popular Fujitsu fi-7180 can handle the paper coming through a busy multi-doctor medical office.

To view the full line of document scanners from Fujitsu, please click here http://solutions.ca.fujitsu.com/products/imaging/.

Contact RSRS at 1-888-563-3732 for help in selecting the right scanner for your needs. You can also reach us by clicking here.

Fujitsu LogoThe Fujitsu fi-7160 workgroup scanner

RSRS is an authorized dealer for Fujitsu Scanners. Fujitsu makes excellent scanners and stands behind them.

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RSRS works closely with you to understand your paperless goals, and make recommendations based on our experience with clients in virtually every business and professional sector.

The Real Cost of Handling Paper

The significant cost of doing nothing:

When considering the costs involved in moving to a paperless environment, one must take into account the following significant costs involved in doing nothing. Status quo can sometimes be the worst solution of all, especially when the real numbers come to light.

Here are some statistics provided by PricewaterhouseCoopers, Captaris. IOMA and Gartner:

  • Organizations spend $20 in labour to file a document
  • $120 in labour is spent to locate a misfiled document
  • $220 in labour is spent to reproduce a lost document
  • 7.5% of all documents get lost; 3% of the remainder get misfiled
  • Professionals spend 5 – 15% of their time reading information, but spend up to 50% looking for it.
  • Processing a single invoice manually costs $24 on average.
  • A fax machine costs $6,200 per year to operate
  • The average time to manually fax a document is 8 minutes
  • It costs $8 – $15 on average to send a package by courier
  • Of 1,200 organizations surveyed, 40% indicated that a disaster recovery plan was not a priority.
  • 40% of organizations have no redundant backup site
  • 40% of companies who experience a disaster are out of business within 5 years.
  • If you didn’t think that a document management strategy should be a priority, it might be time to think again.

Contact RSRS today for a free consultation. 1-888-563-3732 or click here to write to us about your requirements.

Certified Original Scan Stamp

RSRS-Certified-File-Scan
The RSRS Certification Seal is your assurance that your files have been scanned using state-of-the-art Quality Controls that ensure the accuracy of the finished digital copy.