News
Scanning proving good for business for Work Connections
POSTED: November 17, 2007
By Cathy Willoughby, cwilloughby@advertiser-tribune.com
Overflowing files of information now can be condensed, stored and retrieved, due to an innovative service provided by Work Connections International LLC.
In the information storage business since 1968, the Wall Street company has been providing businesses with a way to condense files in the form of microfilm. With the addition of scanning technology, area professionals and small businesses can convert files to either CD or DVD storage.
The technology that makes scanning storage possible has been available for a number of years, said Steve Sherick, general manager, yet the cost made it prohibitive for anything other than a large business to take advantage of.
As the costs went down, the quirks in the technology were worked out, making this the best time for Work Connections to offer it, he said.
“The scanning technology has really caught on,’’ Sherick said. “But it’s really about retrieval, and how often the client needs to retrieve records that makes scanning really valuable.”
Sales director Michael Baltzell demonstrated the ease with which an individual could retrieve data.
For example, if a doctor’s office scanned patient data onto the DVD, the software would display the files in a list of folders. The software, Laserfiche, has a search capability that can sort files by name, or date, and can even sort further. The client does not need to purchase the software — it is included in the CD or DVD.
Besides the ease of retrieval, Sherick said the scanning offers advantages by creating additional work space that was used by storage.
What once was kept in four large upright file cabinets can be scanned into two CDs or one DVD storage. The scanned information in those files can be made secure and safe from unforeseen occurrences such as the summer’s floods.
The business is marketing the service to small professional offices such as insurance companies or medical offices and attorneys.
“Larger corporations, they have been doing it since they have had the technology,’’ Sherick said. “Banks do it daily, they have had that technology. But the smaller places don’t have the luxury or someone dedicated to do that, and it frees up a lot of space.”
The scanner needs a minimum amount of prep, Sherick said. The amount of preparation that does need to be done is what influences the cost of the service.
For example, it is more difficult for the software to recognize characters that are handwritten; due to this, Sherick recommends there are headers on the files that are typed. However, the capability of the software to search for items makes it unnecessary to have every page in order.
“We could literally shuffle the papers, and then scan them in that way,” he said. “Then we could put in July ’06, and the technology in the software allows the data to come up.’’
The microfilming is still an option for Work Connections customers.
“It all comes down to what the customer wants to see,’’ Sherick said. “We usually go out to the customer and view the files, talk about the prep time and offer alternatives and options so that the customer doesn’t incur additional expenses for not understanding how the software works.”
Each customer receives two copies of the scanned documents in CD or DVD form, with a custom printed label which is another part of the software package.
“They will then have an archival and a working copy, or they can store a copy here and we will put into in our vault,” Sherick said,
Right now, there are three employees dedicated to the information storage part of the business, whether it is microfilm or scanning. To operate the scanner, an individual needs to be computer literate and would receive two weeks training on the software. Individuals who scan are bonded; the documents are kept in two holding areas and locked down. Once the customer has received the disc, they have the option of keeping the paper or having Work Connections destroy the documents and recycle the paper.
“When peak loads come in, we will feed more people in and have them do the prep work,’’ Sherick said. “There is currently one person on the scanner. Depending on the backlog, we could put another scan station in and we have room on the server that could handle two more.”
A large demand could result in growth of capability to a total of three scan stations and three microfilm cameras, he added.
Sherick and Baltzell see the potential for growth in the scanning market for smaller businesses and even individuals in the future.
“The American Records Management Association keeps us in touch with this sector,’’ Sherick said. “It (scanning) has been around a while, and has been making an impact and it’s only gotten better. We thought now was the time for us to get into it.”
Overflowing files of information now can be condensed, stored and retrieved, due to an innovative service provided by Work Connections International LLC.
In the information storage business since 1968, the Wall Street company has been providing businesses with a way to condense files in the form of microfilm. With the addition of scanning technology, area professionals and small businesses can convert files to either CD or DVD storage.
The technology that makes scanning storage possible has been available for a number of years, said Steve Sherick, general manager, yet the cost made it prohibitive for anything other than a large business to take advantage of.
As the costs went down, the quirks in the technology were worked out, making this the best time for Work Connections to offer it, he said.
“The scanning technology has really caught on,’’ Sherick said. “But it’s really about retrieval, and how often the client needs to retrieve records that makes scanning really valuable.”
Sales director Michael Baltzell demonstrated the ease with which an individual could retrieve data.
For example, if a doctor’s office scanned patient data onto the DVD, the software would display the files in a list of folders. The software, Laserfiche, has a search capability that can sort files by name, or date, and can even sort further. The client does not need to purchase the software — it is included in the CD or DVD.
Besides the ease of retrieval, Sherick said the scanning offers advantages by creating additional work space that was used by storage.
What once was kept in four large upright file cabinets can be scanned into two CDs or one DVD storage. The scanned information in those files can be made secure and safe from unforeseen occurrences such as the summer’s floods.
The business is marketing the service to small professional offices such as insurance companies or medical offices and attorneys.
“Larger corporations, they have been doing it since they have had the technology,’’ Sherick said. “Banks do it daily, they have had that technology. But the smaller places don’t have the luxury or someone dedicated to do that, and it frees up a lot of space.”
The scanner needs a minimum amount of prep, Sherick said. The amount of preparation that does need to be done is what influences the cost of the service.
For example, it is more difficult for the software to recognize characters that are handwritten; due to this, Sherick recommends there are headers on the files that are typed. However, the capability of the software to search for items makes it unnecessary to have every page in order.
“We could literally shuffle the papers, and then scan them in that way,” he said. “Then we could put in July ’06, and the technology in the software allows the data to come up.’’
The microfilming is still an option for Work Connections customers.
“It all comes down to what the customer wants to see,’’ Sherick said. “We usually go out to the customer and view the files, talk about the prep time and offer alternatives and options so that the customer doesn’t incur additional expenses for not understanding how the software works.”
Each customer receives two copies of the scanned documents in CD or DVD form, with a custom printed label which is another part of the software package.
“They will then have an archival and a working copy, or they can store a copy here and we will put into in our vault,” Sherick said,
Right now, there are three employees dedicated to the information storage part of the business, whether it is microfilm or scanning. To operate the scanner, an individual needs to be computer literate and would receive two weeks training on the software. Individuals who scan are bonded; the documents are kept in two holding areas and locked down. Once the customer has received the disc, they have the option of keeping the paper or having Work Connections destroy the documents and recycle the paper.
“When peak loads come in, we will feed more people in and have them do the prep work,’’ Sherick said. “There is currently one person on the scanner. Depending on the backlog, we could put another scan station in and we have room on the server that could handle two more.”
A large demand could result in growth of capability to a total of three scan stations and three microfilm cameras, he added.
Sherick and Baltzell see the potential for growth in the scanning market for smaller businesses and even individuals in the future.
“The American Records Management Association keeps us in touch with this sector,’’ Sherick said. “It (scanning) has been around a while, and has been making an impact and it’s only gotten better. We thought now was the time for us to get into it.”
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