Manual document management is one of the most time-consuming and wasteful business processes. Statistics show that 83 percent of employees have to recreate missing documents manually and 97 percent of companies have minimal or no digital document management processes whatsoever.
Is your business one of those? If so, the time has come to consider a digital transformation. A high speed scanning service is the right choice to handle a large paper-based archive quickly and efficiently. If you opt for on-site document scanning, you’ll enjoy even more convenience and efficiency.
But how do you choose the right scanning service? To make sure you’ve picked the right professionals for the job, you’ll need to go through a few important things in advance.
Is It Really a High Speed Scanning Service
To give you rapid results, an on-site document scanning team can do a couple of things. The first is to employ high speed scanners and other pieces of technology bound to make the process rapid. It’s also important to have enough people handling the job (prepping documents, dealing with the scanning and the digitization) in order to meet deadlines.
So, the first thing you need to know, especially if you’re wondering how to scan large amounts of documents, is whether you’re really getting a high speed scanning service.
Discuss your timeframe with prospective teams and get some feedback on their capabilities. True professionals will do their best to meet your deadline or offer a reasonable adjustment if the respective timeframe is simply not achievable.
Focus on Scan Quality
When setting up digital archive, it’s not just about the speed. Quality of the digital copy is even more important.
It’s a good idea to look for quick digitization possibilities like an OCR scanning service. The abbreviation stands for optical character recognition. Through this technology, you get usable text files and not just images when scanning. The technology recognizes the text and turns it in such. As a result, you can edit and modify the documents once they’ve been added to a digital archive.
To determine what scan quality is going to be, inquire about the types of scanners that the company employs and the experience of the professionals who will be handling the project.
If seeing a sample would be a possibility, that may be another thing worth pursuing.
Finally, go through a couple of customer reviews and testimonials. Having many people making similar positive or negative claims can give you adequate information about the reliability of the high speed scanning service.
What Does the High Speed Scanning Service Include?
Don’t just assume that the document scanning team will be handling the project from start to finish. Many companies out there will simply use their scanning technology and leave all other steps to the client. Not only is such an interaction tedious, it’s also going to deliver a subpar result.
When interviewing prospective service provider, inquire about the steps that they’re going to engage in on behalf of the client.
Reputable service providers will handle a couple of essentials in order to deliver the best outcome. Some of those include:
- Preliminary consultation to better understand your needs and expected outcome
- Document preparation (removing hardware like clips, straightening pages, dealing with tears, etc.)
- On-site document scanning
- Transformation of the scanned images in digital files
If you’re interested, you may also seek a service provider who also provides opportunities for cloud-based document storage and document management systems. This way, you’ll get comprehensive assistance to take you all the way on your digital transformation journey.
Document Scanning Security
Document security is just as important as quality when it comes to trusting a third-party service provider with confidential data.
Even the smallest companies have documents that contain sensitive details. These should be handled in a professional way to prevent loss or even data leaks.
Talking about security isn’t optional, it’s one of the topics you need to tackle as soon as you begin talking to high speed scanning service providers.
Do prioritize work with companies that undergo regular security audits and that invest in secure technologies. Access control and effective document destruction solutions (if that’s something you’d like to pursue) should also be offered.
The Cost of High Speed Document Scanning
Here’s one final thing to keep in mind before choosing a document scanning service provider. The cost of the project should never be your number one consideration. If you’re wondering between a couple of solutions, however, it can help you choose.
Don’t fall for the lowest price tag. If an offer seems too good to be true, it probably is. There may be hidden charges or you may end up getting a solution that simply isn’t up to par.
Instead of seeking a cheap offer, look for the best price to quality ratio. This way, you’ll be happy with the outcome and you’ll yield an excellent return on investment.
Rapid document scanning solutions can save you time and help you cope with a massive paper-based archive in an optimal way. That’s why you need to choose a solution carefully. By doing so, you’ll enjoy all the benefits of quick document scanning and you’ll be on your way to setting up a digital database in the nearest future.
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