Digital Data Scan
In addition to being the largest social services agency serving the blind and visually impaired community in Northern California, the LightHouse operates a business division that provides services to companies that increase their productivity and improve customer satisfaction. This division employs a blind and visually impaired staff that operates a document scanning service called Digital Data Scan.
DDS uses high-speed scanning equipment with voice recognition software, and includes quality assurance checks as well as indexing for ease of access and sharing. A quality control procedure is also implemented before information is burned to DVDs or CDs. DDS even provides Web-hosting services for customers who wish to store files electronically. In earthquake-prone areas, this option is ideal for disaster preparedness.
State of the Art
Using cutting-edge, state-of-the-art software, paper files are converted into electronic images for quick and easy retrieval in an office environment. By converting their paper files, whether they are HR records, financial accounting documents, operations data or administrative files, companies will be able to run much more efficiently. This means that their employees will be able to share and access information, reduce expensive storage costs by freeing up costly real estate, and improve customer satisfaction.
We Did It First
To experience the benefits of the Digital Data Scan program and learn how it would impact prospective customers, the LightHouse digitized its own complex and intricate accounts payable records for the past four fiscal years. Our CFO Howard Maull says, “I am very pleased with the outcome. Not only were the images clean and legible, but now we will be able to destroy the old paper files." Maull added, “My staff can much more quickly and easily access accounts payable information from previous years."
Others Followed and Are Pleased with Their Results
A popular radio station converted its archived human resource paper files while merging with another company. This gave employees easy access to the files and simplified transport from the satellite office to headquarters.
The public works department of a local municipality also had DDS digitize its dispatch records so that workers could quickly retrieve service records that were categorized by different divisions. This saved them time and financial resources, improving service to their constituents.
In addition, a privately owned insurance company had its archived refinance loan applications digitized to convert record storage space into more valuable office space, allowing for an increased number of agents conducting business.
Efficient and Secure
The Digital Data Scan division is working with small and mid-sized businesses to turn them into efficient, paper-free operations by having their information imaged and electronically stored. This has enabled these businesses to run their operations at the same level as larger, multinational corporations that typically invest heavily in an in-house document management system to maintain their competitiveness.
Converting paper documents to electronic images has become an integral part of the disaster recovery plan of any business, while preserving company history, accumulated insight and knowledge.
For more information on Digital Data Scan, contact Jennifer Castillo at 415-437-0500 or jcastillo@lighthouse-sf.org.
