Choosing a Document Imaging Company
When your business is ready to become a paperless office, the first step will be to transform your existing paper documents into digital documents. Whether your organization is large or small, you can make use of an outsourced document imaging/scanning service for your paperless office project. While you could attempt your paperless project in-house, most companies find that the most cost effective and efficient way to digitize documents is by using document scanning service. Outsourcing generally gets the job done faster than relying on internal resources to find the time away from their regular duties.
There are many document scanning companies, so how do you know which one to choose?
Some document imaging/scanning companies only provide document scanning, while others may offer services such as OCR (Optical Character Recognition), indexing and searchable documents. Some return documents on CDs while others offer various Cloud Solutions. In addition, some companies can help you implement a digital workflow management that’s tailored for your company. So, before you begin, make a list of your requirements. Also, consider that if you need to make changes to your office workflow, the time to implement those changes is in conjunction with your paperless office project. Once you have a list of services you need, you can begin searching for the right document imaging company.
Here are a few things that you should consider:
How Long Has the Company Been in Business?
Generally, more experience is better, especially if you are having the company set up workflows or provide Cloud services. You will want to make sure that the company has sufficient experience with these solutions. An experienced firm should have numerous successful projects that are similar to the type of imaging project that you require.
Do They Offer a Consultative Approach?
While going paperless sounds relatively straightforward, even when you’ve analyzed your internal requirements, having an experience third party review your strategy can prevent mistakes. For instance, consultants can work with you to improve your entire work process by using images and extracted data in place of paper. A consultative approach can show you how to include additional helpful features in your paperless office that you may not have considered, such as:
- Disaster recovery capability
- Bullet-proof audit processes
- Protection of records
- Searchable documents
- Document management software
Where Will the Company Scan your Documents?
This is a very important question. If your documents are very sensitive and confidential, then you might prefer to hire a company that will scan the documents on-site. Otherwise, a company that offers document imaging only at its premises will be fine. Some companies offer both options. This usually shows that they have had varied experience.
What Does the Company Do To Ensure the Safety and Security of Your Documents?
Security is one of the biggest concerns that organizations have when hiring a document imaging firm. Before hiring the firm, you should check what steps the company takes to ensure the security of the documents. If you have classified documents, you will want to hire a firm that employees technicians with security clearances. If you have medical files to be scanned, you will need a firm that employs HIPAA standards. Personnel records contain confidential information such as social security numbers and personal information of your employees that could cause your company serious problems if the information is misused.
If the imaging company will be destroying your paper files after scanning, make sure that the documents are properly shredded and recycled in order to protect your company’s integrity.
What Will the Document Imaging Cost?
You should compare the rates of several firms, and get written bids. This will help you to know the prevailing rates of the services you need. Some companies have multiple locations for their scanning services, which may be helpful if you are consolidating documents from several geographic locations. Most importantly, never compromise on quality for price – always choose a service that provides value for the cost.
We frequently see companies, including large and small business offices, medical practices, legal practices, and other organizations who want to get started with document imaging and electronic document management, but who have very little idea of how to get started. That’s why we offer a free personalized demo that lets companies see with their own documents just how efficient a paperless office can be.