Timeshare Records & Document Scanning

March 13th, 2016 | Posted by Kevin Corley in Document Management | Document Scanning | Workflow
Timeshare Records & Document Scanning

Scanning & Converting Timeshare Records Should Be a Top Priority

In the mid-1970s, Florida became the first state to embrace the timesharing concept and is now home to approximately 35% of all timeshare properties. As an experienced resort developer and manager, you know how important it is to keep meticulous records for dozens of units, and up to 50 separate owners per unit, and to be able to access those records in a timely manner when needed.

Besides managing all of these timeshare mortgage contracts documents, you also need to keep track payments, invoices and employee files – the latter of which need to be retained for up to 30 years or permanently. With rising sea levels and the annual risk of hurricanes in Florida, legacy paper contracts and records are vulnerable to floodwater damage, and manually processing inbound employee files and invoices is time consuming and error-prone. Here’s what to do about it.

Document Scanning Service

If you have a significant volume of legacy paper files—or use microfilm or microfiche for legacy documents—it’s time to enlist the help of Image One. We will scan and convert your paper, microfilm and microfiche files to PDFs, TIFFs or another digital format. Through the use of indexing and optical character recognition (OCR), your files will be searchable so that you can access the information you need quickly.

A Wealth of Advantages

Scanning your timeshare mortgage contracts, invoices, employee files, and other documents offers many benefits:

  • They can be duplicated easily and stored on-premise or in the cloud, so they can be accessed anytime and anywhere, allowing for rapid disaster recovery and minimizing your legal liability
  • They allow for faster, more precise retrieval of information, dramatically increasing your productivity
  • Hard-copy files take up a lot of space, which can be re-purposed for value-enhancing activities when you elect to keep electronic records instead
  • We can scan onsite at your location or in our Tampa or Orlando service bureaus

Take the Next Step

We can start with a quote and help you strategically prioritize your scanning needs to determine what documents need to be scanned and what can be destroyed.

Once we’ve taken care of your legacy paper backfile, we can help you streamline mortgage timeshare contract changes, invoice processing, new employee on-boarding, benefits enrollment, work orders, and any other process involving paper by enabling you to scan these documents with the option serving as your outsourced mailroom, and/or using e-forms to eliminate paper completely, and automatically routing documents for approval and final processing.

Contact us today for a timeshare records and document scanning quote today

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