Managing archived documents can be both time-consuming and costly, particularly when physical retrieval is involved. Many businesses store large volumes of documents offsite, but retrieving a single file from storage can take time, incur handling charges, and introduce the risk of misplacement.
This is where Scan-On-Demand offers a smarter solution. Instead of requesting a physical file, businesses can retrieve the document electronically, giving them instant access while reducing costs. In this blog, we’ll explore how Scan-On-Demand works and why it’s a faster, more secure, and more cost-effective approach to document retrieval.
What is Scan-On-Demand?
Scan-On-Demand is a digital file retrieval service designed for businesses that store their physical documents offsite but want fast, electronic access to specific files when needed. Instead of arranging for a physical file to be delivered, the document is scanned and securely uploaded to a cloud-based platform for immediate retrieval.
How the Process Works with MDSS:
1️⃣ File Identification – The requested file is located within the stored archive.
2️⃣ Secure Scanning – The document is scanned to high-resolution digital format.
3️⃣ Cloud Upload or Direct Delivery – The file is securely uploaded to the MDSS cloud platform or sent directly to the customer.
4️⃣ Instant Access – The customer can view, download, and reuse the file multiple times without further retrieval costs.
How Scan-On-Demand Saves Time
✅ Same-Day Document Retrieval
With physical retrieval, businesses often wait 24-48 hours to receive their requested file. Scan-On-Demand speeds up this process, with most files delivered electronically on the same day, ensuring employees can access critical documents without unnecessary delays.
✅ No Need for Physical Handling
Traditional retrieval involves transporting a file from storage to the client’s office. With Scan-On-Demand, the document is scanned and instantly available, eliminating delivery times and logistics issues.
✅ Permanent Digital Access
Once a file has been scanned and uploaded, it can be accessed repeatedly without requiring further retrievals. Customers can store it on their own system or continue using the MDSS cloud portal (a small fee applies for ongoing access).
How Scan-On-Demand Saves Money
✅ Cheaper Than Physical Retrieval
Scan-On-Demand reduces retrieval costs by eliminating handling and transport fees. Customers only pay for the scanning service, which can be significantly cheaper than retrieving a file manually (depending on volume and document size).
✅ Eliminates Repeat Costs
Regularly retrieving the same physical file multiple times can quickly add up in handling charges. With Scan-On-Demand, once the document has been digitised, it can be accessed at no additional cost if stored on the customer’s system.
✅ Reduces Risk of Loss
When physical files are retrieved and transported, there is always a risk of misplacement or damage. With Scan-On-Demand, the original file never leaves secure storage, ensuring the integrity and security of sensitive documents.
Additional Benefits of Scan-On-Demand
📂 Improved Document Security & Compliance
Files remain within secure storage at all times, reducing the risk of human error or data breaches.
Scanned documents are encrypted and access-controlled to comply with GDPR and industry regulations.
Digital retrieval creates an audit trail, ensuring full traceability of document access.
🌍 Environmentally Friendly
Reduces the need for physical document transport and therefore reducing your Carbon Footprint.
Helps businesses move towards paperless document management, cutting down waste.
🔄 Scalable for Business Growth
Suitable for small businesses and large enterprises looking to improve document access.
Works seamlessly alongside bulk scanning projects, allowing businesses to scan files as needed rather than all at once.
Why Scan-On-Demand is the Future of Document Retrieval
For businesses that frequently retrieve archived files, Scan-On-Demand provides an instant, cost-effective alternative to traditional retrieval. The ability to access scanned files repeatedly without ongoing retrieval fees makes it a smart investment for organisations looking to optimise their document management.
Unlock Faster, More Cost-Effective Access to Your Documents
Scan-On-Demand removes the delays and costs associated with physical document retrieval, allowing businesses to access important files instantly, securely, and efficiently. By reducing the need for physical document handling and transportation, this solution also helps lower your organisation's Carbon Footprint, contributing to more sustainable business practices.
If your organisation stores documents offsite and wants a smarter way to retrieve information, contact MDSS today to explore how Scan-On-Demand can improve your workflow, reduce costs, and support a greener future.
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