Eventually, every business has to face the expense and inconvenience of managing their documents and all the paperwork they produce. As the volume of documents expands, file storage, file access, and distribution costs also increase. Consequently, more companies are looking to digitize their hardcopy information. Here are our suggestions on what to look for in a document scanning partner.
Experience and Integrity
Without a qualified and efficient document scanning partner, you risk exorbitant conversion costs, poor image quality and even the possibility of losing critical business information. One of the best ways to verify the integrity of a potential scanning partner is to ask for references from clients within your industry or with scanning projects similar in scope to yours. Questions to ask your provider’s clients include:
- What was it like to work with this scanning provider?
- Did they complete your scanning project on time?
- How was the quality of the final output?
- Would you use them again?
Full Range of Service Offerings
Every scanning project is different, so it’s important to look for a scanning partner who can meet your needs with a range of service offerings. For example, you may only need a gradual solution for digitizing your file inventory. Conversely, you may be looking to go completely paperless all at once. Whether you have a small scanning project or need a full-scale electronic document management solution (EDMS), a quality document scanning partner can meet your needs.
True document management isn’t possible without the right technology. Look for a scanning provider with specialized equipment and software that can convert your documents into a variety of file formats, including:
Check whether they can merge your digital images into your preferred document management application or if they offer a customized image hosting solution that allows you to view, manage and distribute your documents from anywhere.
Since you’re most likely scanning sensitive and confidential documents, be sure to choose a scanning service that meets the criteria to ensure their safety and security. The scanning facility should have motion sensors, intrusion alarms and closed circuit monitoring. GPS-tracked vehicles should be used to transport your documents to and from the facility. Furthermore, only screened and professionally trained scanning technicians should be used convert your documents to digital images.
Besides ensuring your documents are protected from a security standpoint, it’s equally important to choose a scanning partner who ensures every image is captured as accurately and legibly as possible. Some scanning providers value quickness over thoroughness, and too many businesses mistakenly choose low-cost rather than high-quality.
Here’s how to ensure your documents are scanned accurately:
- Verify that all scans are subjected to a three-point quality check. For example, a second scanning technician should compare the original documents to the scanned images and perform a random inspection of all scans. If poor quality images are found, they should be discarded and the original document re-scanned. This “dual scanning” process is required for electronic documents to be used as evidence in a court of law.
- Ask if a pre- and post-scanning document count of both paper and electronic documents is conducted to be sure the totals match.
If you’re focused solely on “price per image” rather than quality of process, you may end up paying twice as much when you’re forced to have a new provider re-scan your documents.
When choosing a document scanning service, use the guidelines we’ve discussed above to ensure your project achieves the highest level of success.
FileBank Records Centre 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.