Decrease Prep and Increase Profit Margins

BETTER WAY, OPEX CorporationA Better Way

The document conversion market is growing as more companies are deciding to convert their paper to digital.  More organizations are getting into the business of scanning archived records – often a natural extension of their offerings to clients.

This increased competition demands more aggressive bids that often result in tighter margins.  As a result, every business is looking for ways to squeeze more waste out of the document conversion process and hopefully turn a profit.  In addition, the best companies are constantly vying for fresh streams of income and new ways to add to their customer base.  In order to be successful in this market, companies need to be resourceful and manage their costs more effectively than their competitors.

Service bureaus are always looking for new scanning projects across a wide range of industries.  Therefore, the type of work processed constantly changes.  Operations managers design jobs by calculating the most efficient way to prep documents, extract data, and determine document breaks on items that are usually difficult for the software to identify automatically.

There is a lot to consider when bidding for this work: The client’s demand for superior image quality, numerous image settings, a multitude of index fields or document separator sheets, and tight service level agreements (SLAs) across a broad array of clients.  Looming over all of these considerations is the question, “How much labor needs to be applied to this bid to meet those requirements and still turn a profit?”

Here’s the harsh reality: Document prep labor is the most time-consuming, tedious, and often most expensive component of any scanning job. 

Most service bureaus perform document prep as a separate step before scanning.  Operators touch almost every page because they have to check for staples, paper clips, folded items, and post-it notes.  Their goal is to create piles of paper that are clean enough to be auto-fed on their scanners.  As needed, pieces are unfolded, flattened, repaired, taped onto larger sheets, and placed into auto-feed ready stacks. 

Documents with meaningful color require special handling.  Other pieces require photocopying, such as the front of every folder that contains a label with vital information, or that piece that just will not scan without tearing.  Some sections demand heavy prep such as taping credit card receipts to full sheets of paper and center-aligning class registration cards on the pile so that they can be auto-fed.  Moreover, document separator / index sheets need to be added, tracked, and then manually outsorted for re-use. 


But what if there was a Better Way?

What if you could prep and scan as fast as or faster than your current prep-only rate? 

There is a better way to handle the wide range of media described above and reduce or eliminate much of the document prep.  It is simply not necessary to constantly tape small or odd-shaped items to full sheets, photocopy folders and fragile pieces, or manually flatten sheets before scanning.

What if you could eliminate most separator sheets, or your need to re-use them?  There is a better way to handle document separation.  Most separator sheets can be eliminated by using the physical characteristics of a piece or by deploying electronic intervention, based on the requirements of each project, in line with the scanning process.  Generic separator sheets are easily re-used by automatically outsorting them.
What if you could improve image quality, adjust image capture settings, and decrease re-scans by optimizing exception items during scanning?  There is a better way.  By defining page types via software, operators can apply different settings on each image (i.e. “snippets”), and capture them quickly and easily.


There is a better way, and we’ll always help you find it.

OPEX Corporation knows efficiency.  Over the years, we have developed innovative products that address the root causes of the workflow issues our customers face.  We strive to understand and solve those issues by designing the best products to meet those challenges rather than simply addressing the symptoms.

This market-driven approach, coupled with unparalleled service and excellent ROI, form the backbone of our long-term customer relationships.  We continuously look for ways we can team with third-party integrators and software vendors to provide our clients with complete solutions.

As a result of these efforts, OPEX offers various scanner products, including the Falcon™, that provide you with attractive business opportunities and the flexibility to:

• Identify and aggressively bid projects with more challenging paper, or more recurring-revenue transactional work (we have thousands of scanners in the field capturing transactional documents); 

• Decrease prep headcount, or increase output using the same number of people; and

• Increase your profit margin.


Related Articles:

The Harsh Reality of Document Scanning

Position Your Service Bureau Not Only To Survive, But To Thrive

TICK, TOCK... Every Second Counts

OPEX and Hugh Symons Information Management Ltd. Secure High Volume Document Scanning