Going paperless is no small matter; if something goes wrong during digitization you can lose time, money and important business information. When interviewing potential document scanning providers, ask them these ten crucial questions:
1. What type of experience do you have?
You shouldn’t entrust your confidential documents to just anyone. Make sure your document scanning partner has the breadth of experience necessary to complete your document scanning project promptly, securely and accurately. They should provide references from clients within your industry or with scanning projects similar in scope to yours.
2. Should I scan every document?
Depending on your budget and record retention requirements, it may not make sense to scan every document. Look for a scanning partner who also offers a Scan on Demand solution for gradually digitizing documents.
3. What equipment is used to scan my documents?
A true scanning solution requires more than a scanner. Ask this question to verify if your scanning provider can convert your documents into a variety of digital file formats and merge your images into your preferred document management application.
4. Can you scan non-standard-size documents?
Most businesses use more than just 8.5 x 11-inch documents. Your scanning provider should be able to scan your large and wide-format documents too.
5. Do you use Optical Character Recognition (OCR) software?
OCR software converts your scanned image to fully-searchable text, allowing you to search within your digital files by typing keywords or phrases. Without this software, you would have to read through your scanned documents to find specific information.
6. How are my documents kept secure during scanning?
A secure chain of custody is a must while scanning. Make sure only trained and screened professionals handle, transport and scan your documents. Digitization should take place in a facility with motion sensors, intrusion alarms, and video monitoring.
7. Do I need to prepare my documents for scanning?
With the right scanning partner, you shouldn’t have to do much to prepare your documents for scanning. Your scanning provider prepares, organizes and sorts your documents for you.
8. What do you do with my documents after they’re scanned?
Your scanning service provider should be able to deliver your digitized files into the systems and programs you use, whether that is an enterprise content management system or a hosted electronic document management solution (EDMS).
9. Can you ensure high-quality scans?
It’s important to choose a scanning partner who ensures you’re getting high-quality images and all information is captured accurately. They should follow a three-point quality check process and do random sampling of all scans to check for errors.
10. Can you handle my ongoing scanning needs?
Whether you need back file conversion or a day-forward imaging solution, your scanning partner should be able to meet your needs. Look for a scanning provider who can be the single source for all your document scanning requirements.
FileBank offers scanning and e-document creation solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.