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Massive Digitization Project Underway at Allen County Recorder’s Office

Digitization Project at Allen County Recorder's OfficeIn this digital era, many organizations are working towards the goal of creating a paperless office with a desire to go green, preserve their valuable records and save storage space. Opting for digitization services ensure that they are not left behind in this fast-paced technology-driven world. Industries that benefit from document scanning services include healthcare, law, finance, education, real estate and media.

One recent instance of a major digitization project is the ongoing one at the Allen County Recorder’s Office in Indiana. Millions of the county’s real estate documents dating from 1831 to 1990 are being digitized. A scanning specialist from Cott Systems out of Columbus is taking paper documents out of binders, scanning them and arranging them back together. The main aim of digitizing these records is to preserve the old records. Once the large volumes of binders stored in the courthouse are digitized to an offsite location, office efficiency will also be improved.

The scanner used here is a sophisticated scanner that can read about 1000 pages in 4 to 5 minutes and, according to the report in hometownstations.com, it would take just 5 days to scan all the documents from 1831 to 1990.

Speed of communication has become important for all organizations, as no one can tolerate slow and inefficient paper-based record systems. Moreover, safety and security of records are also a concern and digitization services go a long way in ensuring this.

The advantages of digitized document management systems are:

  • Easy storage and access from a centralized content management system
  • Accessible from anywhere with Internet facility, since it is stored in the “cloud”
  • Time saving while searching for a particular document
  • Multiple accessibility
  • High security of documents
  • Improved customer services
  • Prevents data loss from disaster or damages

For bulk document scanning, the best option is to outsource the work. Established document scanning companies use advanced scanners to for conversion of paper documents, slides, photos and other hard copy material in quick turnaround time.

About Julie Clements

Julie Clements

Joined the MOS team in March of 2008. Julie Clements has background in the healthcare staffing arena; as well as 6 years as Director of Sales and Marketing at a 4 star resort. Julie was instrumental in the creation of the medical record review division (and new web site); and has especially grown this division along with data conversion of all kinds.