Selecting a scanning and indexing partner for handling government record collections is a high-stakes decision. These records represent critical public data that must be preserved, protected, and made accessible for years to come. Choosing the wrong vendor could lead to serious consequences for your office and the people you serve. Here are four major red flags to watch out for when selecting a partner, because with government records, there’s no room for mistakes.

1. They’re Cheap: But It’s Not the Good Kind of Cheap

Sure, everyone loves saving money, but when a vendor’s pricing seems too cheap, it’s a sign they’re likely cutting corners. And when it comes to government records, you can’t afford bargain-basement solutions. Cheap vendors often skip essential steps in quality control, leaving you with scanned documents that are poorly indexed, or incompatible with your software.

Imagine finding out that records need to be rescanned because the first pass was rushed or incomplete. The short-term savings would quickly turn into a long-term expense, especially if the integrity of your collection is compromised. Government records are priceless, and you need a vendor who treats them that way. If the price seems too good to be true, it probably is.

2. They’re Pushy: It’s All About Them

We’ve all met that person who dominates every conversation, never listening, only talking about themselves. Unfortunately, some vendors act the same way — pushing their services without taking the time to understand your office’s unique needs. A vendor who assumes they know more about your operations than you do is a major red flag.

Every office has its own set of records, processes, and challenges, and a quality vendor recognizes and respects that. If they’re dismissive of your input and try to impose a one-size-fits-all solution, it’s clear they’re not invested in your success — they’re just looking to close the deal. Government records require specialized, tailored solutions, and a vendor who doesn’t take the time to listen and adapt is likely to create more problems than they solve. If they’re pushy at the beginning, expect that behavior to continue long after the contract is signed.

3. No 'Real' Partner Relationships with Software Vendors: They Don’t Get Along with Your Friends

Your scanning vendor needs strong partnerships with your software providers to properly deliver a digitization project. A vendor who doesn’t have these relationships is like a bad date who doesn’t get along with your friends — it’s just not going to work out. 

Without solid connections to software vendors, your data may end up in a format that’s unusable or requires extra steps to integrate. Worse yet, they may leave you stuck with a flash drive full of scanned documents and no idea how to incorporate them into your system. Don’t risk your essential public records on a vendor who can’t ensure seamless integration.

4. Inexperienced or Bad Advice: Lack of Understanding Leads to Costly Mistakes

Sometimes, the biggest red flag isn’t about what a vendor does — it’s about what they don’t know. Inexperienced vendors can unintentionally lead you astray by giving bad advice, especially if they haven’t worked with government records extensively. 

Take, for example, a vendor who eagerly quotes a project to scan records that have already been digitized (by the way, this happens all the time). That vendor didn’t know what had already been done and decided to push ahead without checking. This kind of oversight doesn’t just waste time and resources; it also shows a lack of understanding about the importance of careful project assessment. 

If a vendor isn’t thorough or knowledgeable enough to identify what your office truly needs, they could end up recommending unnecessary services or, worse, creating problems that didn’t exist before.

Government record collections are too important to entrust to a vendor who lacks experience. Before committing, ensure the vendor truly understands the requirements of handling and managing public records. Ask about similar projects they’ve worked on, and make sure their approach aligns with best practices and your office’s goals.

At Revolution Data Systems, We Take Your Records Seriously

We understand the unique challenges of scanning and preserving essential public records. We pride ourselves on strong communication, seamless integration with top software providers, and delivering quality that lasts — no cutting corners and no unnecessary steps.

We listen to your needs, provide solutions that fit your needs, and ensure your data is fully usable and secure from day one. Don’t trust your office’s critical records to just anyone. Partner with us, and experience the peace of mind that comes from working with experts who take your records as seriously as you do.

Ready for a vendor who gets it? Let’s talk.