Enterprise Content Management Scan On Demand Services VitalScan digitizes your stored documents as needed so you can have on-demand access from any location. Introduction Gain access to important files with Scan On Demand Services While your physical files are in our secure storage, you’re still able to access them without visiting the facility. VitalScan is able to scan documents at your employees’ request, which provides an economical alternative to having all your files imaged at once. icon - laptop - plain Remote Access View your records from anywhere, regardless of the facility in which your files are stored. icon - cloud Convenient Portal Our VitalWeb portal provides a clean and straightforward interface for your employees. They can request, scan, and download files from a single platform. icon - document scanning File Hosting Opportunities When you have files scanned, you’ll also have the option to set up a cloud document hosting solution with VRC. Essentially, this would make retrieving scanned files even easier to retrieve in the future. icon - shredding Secure Return or Disposal When you’ve obtained the images you need, your physical files can either be returned to storage or securely shredded. Keep Your Business Moving Obviously, when your employees need to access important records to do their jobs, you want to minimize the hassle of pulling those files out of storage. Our scan on-demand services not only helps employees focus on the task at hand, it also saves your business time and money. Save On Overall Costs Expand Files when you need them We scan and deliver any requested file you have in storage as soon as possible. No transportation or delivery fees Digital document deliveries mean you get your files faster and without the costs of physical transportation. Flexible Plans Expand Pay-as-you-go When you scan on-demand, you’re only paying for the files you’re actively digitizing. Digital conversion on your terms A complete scan and indexing of all your files can be a daunting and expensive task; you can use scan on-demand services to transform your business over time and in a cost-effective manner. Quick Turnarounds Expand Prompt updates and notifications Track the status of scan requests at any time through the VitalWeb portal. Expedited Access Any stored records you have at a VRC storage facility are available for our scan-on-demand service. Improving Logistics As businesses grow, so too does their need for efficient file sharing and access, especially across multiple offices or locations. Scan on-demand gives your business a way to streamline otherwise cumbersome retrievals. Consolidate Information Expand Simultaneous access Employees can access documents at the same time as their peers. Sync up your locations Secure web access through scan on-demand services means that your records are available anytime and anywhere. Maintain Business Continuity Expand Record Loss Prevention By having files stored and readily available offsite, your business won’t be impaired by unforeseen events that damage locally-held records. Seamless Operations Scanning files on-demand helps you recover from unforeseen events quickly, especially compared to manually delivering physical copies. Environmentally Friendly Expand Cut down on paper Retrieving digital files is an eco-friendly way of reducing paper usage. Limit fuel emissions Cutting back on physical deliveries lessens your ecological footprint by the simple fact of having fewer trucks on the road. How it works Scan On Demand, Step-by-Step icon - document scanning 1. Request scan on-demand services for your stored records via our secure records management system, VitalWeb®. icon - organize 2. We retrieve the files you need in our record center, scan them, and upload them to the VitalWeb® portal. icon - notification 3. You receive a notification that your digital files are ready for viewing. icon - records format 4. Log into VitalWeb® to access and download your documents. Your electronic files are available in PDF format for 5 business days before they are auto-deleted for security purposes. icon - bulk scanning 5. If needed, VRC can set up a secure document management hosting solution for your digital files, making them easy to retrieve in the future. icon - shredding 6. Your physical documents are returned back to our offsite storage facility, or securely shredded. Frequently Asked Questions Still looking to learn more about how scan on demand services work? Check out some answers to these common questions. Is scan-on-demand a more cost-effective retrieval option? Collapse Yes, it is. Physical retrievals include transportation fees associated with delivering and picking up files, which digital retrievals do not incur. What are some reasons why my organization should consider scan-on-demand? Expand Image on-demand services help centralize records stored in multiple locations. If your company has high-volume document access needs, it also provides an easy way to access and distribute stored documents that you need quickly. Is image on demand a good option for remote workforces? Expand Absolutely. Scanning documents as you need them enables business process continuity with access to all your important documents while practicing necessary social distancing. How can document scanning services support my company’s green initiatives? Expand Online document management and access reduce your environmental impact. Reducing physical deliveries means fewer trucks on the road emitting greenhouse gasses. Interested in VRC or the services we provide? Don’t hesitate to reach out so we can learn more about your business. Contact Us
