dmsdocumentmanagement

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What is Document Scanning or Digitization ?

Introduction: What is Digitization?

Document digitization is the process of converting paper-based documents into digital formats such as PDFs or image files. This transformation begins with document scanning, which is the first and most essential step in going paperless.

By converting physical files into digital assets, businesses can enhance document security, reduce costs, and increase productivity — all while preparing for a more connected, efficient, and eco-friendly future.

How Does Document Scanning Work?

At Network Techlab, we use high-speed scanners and cutting-edge technology to digitize documents of all sizes — from business cards to large blueprints and engineering drawings.

We Scan:

A0 to A8 documents

Legal, Fullscape, Books, Mechanical Drawing

Maps, Blueprints, and more

Key Scanning Options:

Color, B/W, or Greyscale

Single-sided or duplex detection

OCR-enabled PDFs (searchable documents)

On-site or Off-site scanning (your choice)

Benefits of Document Digitization

1. Increased Productivity

Finding a physical file can take up to 10 minutes per employee. Digitized files can be searched and accessed in seconds, helping teams collaborate faster and serve customers better.

2. Cost Efficiency

Reduce:

Printing costs

Paper storage expenses

Equipment maintenance

Physical storage space

Digitization helps you cut costs and redirect your budget toward growth-focused activities.

3. Easy Access from Anywhere

With cloud storage or a DMS, employees can securely access documents anytime, anywhere, using any device — even from home or on the go.

4. Enhanced Information Preservation

Paper deteriorates over time. Digital files are future-proof, ensuring your critical business data is preserved and protected.

5. Disaster Recovery

Digitized documents are safe from fire, floods, or theft. Whether stored on the cloud or a local DMS, your data remains secure and retrievable, even during unforeseen events.

6. Saves Office Space

Digitization helps businesses reclaim valuable office space by eliminating bulky filing cabinets and reducing off-site document storage costs.

7. Environmentally Friendly

Go green by reducing unnecessary printing and paper usage. Document digitization supports sustainable, eco-conscious operations.

8. Improved Security & Access Control

With digital document management, you can:

Set user-based access permissions

Track document activity

Prevent unauthorized edits or deletions

This helps maintain data integrity and compliance.

Why Choose NTIPL for Document Digitization?

At Network Techlab (India) Limited., we combine cutting-edge scanning hardware, expert services, and intelligent document management systems to deliver secure, fast, and reliable digitization.

We also partner with Canon to offer Therefore™, a scalable document management solution that integrates with multifunction printers (MFPs) to streamline your entire document workflow.

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Document Management

What is Document Management (DMS)?

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.

The right document management solution:

Makes necessary information immediately accessible from one central location

Enables multiple users to access the same, up-to-date document simultaneously

Removes the need for physical storage, cutting costs and time spent searching through filing cabinets

Document Management System User Benefits

We at NTIPL ensure that we provide the perfect mix of the latest technology product and a world class services which assist the users with:

The right document management solution:

Easy access

Easy to search

Better collaboration

Added security

Saves space

Disaster recovery

What to Look For In a Document Management System

Industry experts highlighted what they think are some of the most important features and functionalities that small businesses should look for when choosing a document management solution. We at NTIPL ensure that all the requirements are met.

File structure: The system should offer an easy-to-use file structure that makes sense to users, such as a cabinet-drawer-folder approach.

Searching: You want a wide variety of options for quickly finding files. You should be able to search not only by the file’s name, but also by the content inside the file.

Ease of use: The system should be simple for employees to use. If it is too difficult, you won’t get complete buy-in from the staff, which will make the system less effective.

Mobile access: You want a document management system that is accessible via smartphones and tablets.

Integration: The system should easily integrate with the programs you’re already using, such as your email client and customer relationship management software.

Scanning: The solution should be compatible with a wide variety of scanners.

Security: The system should allow you to restrict who can see specific folders and files. You should be able to set access permissions by employee.

Some of the key features that NTIPL provides in document management include:

Check-in/check-out and locking, to coordinate the simultaneous editing of a document so one person’s changes don’t overwrite another’s

Version control, so tabs can be kept on how the current document came to be, and how it differs from the versions that came before

Roll-back, to “activate” a prior version in case of an error or premature release

Audit trail, to permit the reconstruction of who did what to a document during the course of its life in the system

Annotation and Stamps

The functions that NTIPL provides its users with are:

Storing various document types, including word-processing files, emails, PDFs and spreadsheets

Searching an entire library of files by individual keyword

Restricting access to certain documents

Monitoring who is viewing documents and when

Tracking edits being made to documents

Retrieving previous versions of edited documents

Controlling and regulating when out-of-date documents can be deleted

Accessing, editing and sharing documents via mobile devices

We have collaborated with the world leader in imaging technologies, Canon. Canon has an Intelligent document solution known as Therefore™, a scalable document management solution that allows the efficient capture, retrieval, index and archival of information, improving the workflow of documents in small-sized or large-scale enterprises. It comprises of Document management software, Document workflow and Multi-function Printers (MFP) integration.

Address: 41, Sarvodaya Ind. Est., Off. Mahakali Caves Road, Andheri East, Mumbai, Maharashtra 400093

Phone: 022 6681 4141

Email: info@netlabindia.com

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