Benefits of Document Scanning and Storage Services

Document scanning and storage services can be of great benefit to businesses in numerous ways.

Archiving for taxation taxation purposes is one important reason. It is a requirement that all tax-related business documents are stored for seven years. Law offices and doctors’ offices are required to store business documents for even longer.

All of these hard copy documents can take up a considerable amount of space. And, if needed at some point in the future, they can be extremely difficult to sort through and reference.

There are three primary benefits of using a professional document scanning and storage services:

  1. Ease of finding and accessing documents
  2. Save on storage costs
  3. Information security and disaster recovery

Ease of Access to Important Documents

A primary benefit of business document scanning, storage, and retrieval is that with digitization, the data can be easily found, read and retrieved quickly. Files can be named, organized in folders, indexed, and stored on DVD or CD as per the client preferences. Alternatively, they can be uploaded to a digital storage location as directed by your business. Once document scanning and storage is complete, it only takes a few seconds to access and retrieve the exact documents you need, which can then be printed.

Elimination of Storage Costs

The second major benefit of business document scanning and storage services is that they alleviate the unnecessary need for valuable office space specifically designated to house printed hard copy documents. In the long run, document scanning and storage services cost less than traditional paper storage. Should an employee ever need to access a document, it also eliminates the need for a physical search, resulting in much improved productivity.

Information Security and Disaster Recovery

The third benefit of business document scanning and storage services is that there is no deterioration over time. This means your scanned business documents are more secure than paper documents should your business experience any form of disaster such as flooding, fire, network failure, computer failure, or ransomware attack. Document scanning and archiving services also provide you with anytime access to data no matter what situation has required the retrieval of digitally stored documentation.

In the long run, the three benefits of document scanning and archiving services mentioned above can mean significant savings in time and costs for your business.

Have More Questions On Document Scanning and Storage Services?

Our experts at PRI Graphics in Phoenix, AZ can help capture all your business documents in electronic format so they are easy to access, do not take up unnecessary office space, and are protected against deterioration.

For more information about our document scanning, storage and archiving services in the Phoenix area, please speak with our Arizona printers directly by calling Toll Free at 1-877-409-8889 or contact us online.

You can read more on this subject in this business.com article entitled, File Management Practices Every Small Business Should Follow.

How to Choose Paper for Printing Your Next Project

Clients often ask us how to choose paper for printing. It’s best to always keep the end use and the project purpose in mind when choosing paper type for printing.

In this post, our Phoenix printers at PRI Graphics offer the following tips on how to choose paper for printing and what different types of paper are available.

Choose Paper Type Based on Project Requirements

Are you thinking of postcard printing, or creating mailers, leaflets or flyers? How about business card printing in color or black and white? Or, do you need high quality banner printing? Choosing the right paper for printing is essential to ensure your next printing project is printed correctly for its intended use.

It’s important to ask the right questions before you choose the paper type for printing. Will the paper be creased, folded, saddle stitched, or die cut after it is printed? Will your finished project be utilized outdoors or indoors? The intended purpose of your printing project will determine if it is best suited for coated printing paper, uncoated printing paper, natural printing paper, or synthetic printing paper?

Coated vs Uncoated Paper Printing

Coated Printing Paper – Coated paper can be an excellent choice when print clarity is important or if your project contains high quality photos as found in product sheets, menus, and brochure printing. Glossy coated printing paper offer finishes that have a reflective surface, presenting a rich, satin-like feel. Matte coated paper printing will give you a finish that absorbs light, which makes them easier to read in low light situations such as restaurants.

Uncoated Printing Paper – Uncoated paper offers a look and feel that seems more natural. Some uncoated printing papers have distinct tactile features that emulate a rich, professional statement. Uncoated papers are also suitable for business cards, stationery, wedding invitations, or any purpose where presentation is of utmost importance.

Natural Printing Paper

Most of the available natural printing paper, including recycled paper, contain anywhere from 10% to 100% Post Consumer Waste (PCW) paper. You can also find some very unique natural printing papers made from 95% sugar cane waste material that are acid-free, and archival safe (meaning they won’t yellow or crumble over time). Natural papers can also be quite decorative and are also commonly used for embossed printing.

Synthetic Printing Paper

For durability and longevity try using synthetic printing paper. Synthetic paper (plastic) is most suitable for printing outdoor signage, menus or even notebooks used in the field where moisture or humidity is a concern. Synthetic means it’s also water resistant printing paper that won’t tear easily and can be utilized for decal printing and label printing.

If you still have any questions about how to choose the best paper type for printing, please send us an email. You can also call PRI Graphics in Phoenix at 1-602-393-3131 or through our toll free line at 1-877-409-8889We will be happy to assist you.

Read Additional Articles on Digital Printing:

Creating & Preparing Print Ready Files

Preparing print ready files for digital printing simply means getting your files ready for print.

The digital files must contain all the necessary specifications for optimal printing without the need for any additional adjustments or changes. If a print shop has to fix files before printing there may be an additional cost. Preparing print ready files alleviates frustration, saves time, and is much more cost effective.

Here are five tips to help you when creating and preparing print ready files:

1. First, Ask Your Printer What They Need for Print Ready Files

Speak with your printer beforehand and ask them what they need. What file type, image resolution, and color palette are required in preparing print ready files. Every shop has different specifications depending on their equipment. There’s no point in preparing print ready files until you have the correct specs from the printer you will be working with.

2. What Color Palette Choice Should You Use

A computer monitor uses the RGB color palette. Printing equipment uses the CMYK color palette. The colors on printed projects will differ from your RGB monitor colors. To ensure the colors you want are rendered properly, specify Pantone (CMYK) colors instead of your RGB monitor colors. Pantone colors are your best bet for color integrity.

3. Raster vs. Vector Images for Print Ready Files

Raster images are based on pixels (Photoshop files). Vector images are based on mathematics (Illustrator files). Vector image scaling is intuitive so you can scale your image to any size without distortion. Raster images cannot be scaled so be sure to use the appropriate image type for your project. Ask your printer what image type is needed before preparing print ready files.

4. Photo Sizing & Resolution

Unfortunately, you can’t make a bad photo better (or a small photo bigger). For example, a 640 x 480 pixel photograph cannot be scaled, so it’s not possible to stretch a small pixel photo to fit a large banner. When preparing print ready files, make sure that your photos are scanned to the finished size (the size they will be when printed). The photos should also be optimized to at least 300 dpi or higher. Ask us if you need help understanding photo sizing and resolution to create print ready files.

In Phoenix, call PRI Graphics toll free, at 1-877-409-8889 with any questions you may have or send us an email.

5. Choosing Print Sheet Sizes

With today’s digital printing techniques, we can now print on many different types of paper, including different paper sizes and weights. Printed sheet sizes are determined by the finished size of the document. But there are ways to save on printing costs. For instance, two 8 1/2” x 11” printed documents (no bleed) can be printed together on one 11” x 17” sheet.

If you still have questions about how to create print ready files, you can talk to our printing experts at PRI Graphics.

Call us anytime at 602-393-3131 or toll free at 1-877-409-8889. You can also find information in our PDF file entitled How to Place an Order and Upload Files.

You may also be interested in our article about Document Scanning, Storage and Archiving.

4 Benefits of Document Scanning and Archiving

Whether you need it in black and white or in color, document scanning and archiving will provide your company with four key benefits including:

  1. Saving you storage space
  2. Saving you time – better document organization and retrieval
  3. Saving you money – less overhead
  4. Immediate access to all versions (complete with all edits and highlighting)

Less Storage Space Required

Phoenix printers, PRI Graphics, uses small and large format scanners as part of their electronic archiving and records management system. This means that all your important documents, regardless of size, can be captured and preserved in the best possible format for your needs. This electronic document scanning and archiving system will help you eliminate the need for costly storage of actual physical copies while decreasing your company’s overhead.

Faster Access and Easier Document Retrieval

Since all of your important documents will be scanned and filed according to your specified criteria (by name, date, indexing, and the files and folder system you specify), they will be much easier to locate and access. All your documents will be scanned in high resolution and organized at your discretion. This will allow you to not only find and retrieve them faster, but also print them (if necessary) in hard copy format idential to the original scanned hard copy document. Electronic document archiving means that important documents can easily be available and printed, or shared electronically on CD, DVD, or USB.

Decreased Overhead

By law, all businesses are required to keep a record of all tax documents for seven years. Depending on your type of business, this can be an exceptionally high volume of important documents. In the past, businesses were forced to keep hard copies of everything. All  those hard copies would take up a lot of floor space and the cost of this excess storage would add up quickly, negatively impacting the company’s overhead. Today, saving hard copies is an unnecessary expense. With electronic document scanning and archiving, companies can now keep an accurate record of all their important documents without having to keep any hard copies. So, if the tax department does request further information, any needed document can be instantly accessed and printed or shared using this electronic document management system.

Immediate Access to All Document Versions

During the process of doing business the same important document may undergo frequent changes or revisions and pass through the hands of numerous people. For a lot of companies, it is imperative to not only accurately document and archive each revision, but also be able to easily access and retrieve any specific revision as needed. Through every stage of the document’s creation every detail, edit, highlighting, addition, or revision can be scanned and archived, and then added to the electronic document storage and retrieval system. Document scanning and archiving is highly cost effective, highly efficient, and for today’s modern business practices, it is ideal for document storage and retrieval, as well as for efficient document distribution.

Still Have Questions About Document Scanning and Archiving?

To get the most out of any document scanning and archiving services it will be necessary to carefully plan the document storage and archive procedures. The experts at PRI Graphics in Phoenix, Arizona can help you develop and implement the best electronic document management system for your business.

You can reach them by email or at 602-393-3131, or by calling Toll Free at 877-409-8889.

Benefits of Document Scanning and Storage Services

Document scanning, storage, and archiving services can be of great benefit to businesses in numerous ways. For taxation purposes, it is a requirement that all business tax-related documents are stored for seven years. Law offices and doctors’ offices are required to store business documents for even longer.

All of these hard copy documents take up a considerable amount of space and if needed at some point in the future, are extremely difficult to sort through and reference.

There are three primary benefits of using a professional document scanning and archiving service:

  1. Ease of finding and accessing documents
  2. Save on storage costs
  3. Information security and disaster recovery

Ease of Access to Documents

A primary benefit of business document scanning, storage, and retrieval is that with digitization, the data can be easily found, read and retrieved quickly. Files can be named, organized in folders, indexed, and stored on DVD or CD as per the client preferences. Alternatively, they can be uploaded to a digital storage location as directed by your business. Once document scanning and storage is complete, it only takes a few seconds to access and retrieve the exact documents you need, which can then be printed.

Elimination of Storage Costs

The second major benefit of business document scanning and storage services is that they alleviate the unnecessary need for valuable office space, specifically designated to house printed hard copy documents. In the long run, scanning and archiving costs less than traditional paper storage. Should an employee ever need to access a document, it also eliminates the need for a physical search, resulting in much improved productivity.

Information Security and Disaster Recovery

The third benefit of business document scanning, storage, and retrieval services is that there is no deterioration over time. This means your scanned business documents are more secure than paper documents should your business experience any form of disaster such as flooding, fire, network failure, computer failure, or ransomware attack. Document scanning and archiving services also provide you with anytime access to data no matter what situation has required the retrieval of digitally stored documentation.

In the long run, the three benefits of document scanning services mentioned above can mean significant savings in time and costs for your business.

Have More Questions?

Our experts at PRI Graphics in Phoenix, AZ can help capture all your business documents in electronic format so they are easy to access, do not take up unnecessary office space, and are protected against deterioration.

For more information about our document scanning, storage and archiving services in the Phoenix area, please speak with our Arizona printers directly by calling Toll Free 877-409-8889 or contact us online.