There is no trace of doubt that outsourcing document scanning lets companies reduce costs for business and enables a company to focus on core business activities.  By outsourcing document scanning, the company achieves greater efficiency in one of the core business processes, which reduces costs a great deal.  So, if you have a large scale scanning project and you want your company to have a faster document workflow, then you should look for a good document imaging company. This is a perfect example of a Business Process Outsourcing (BPO), which increases not only efficiency but security as well.

Remember you’re going to expose very important and confidential documents of your business if a third party scans your documents. Therefore, you should make sure that the paper files are safe, apart from considering the cost and quality of the scanning.

To help you with this, we thought it wise to tell you what a scanning service provider should look like.

What to look for in a document scanning service provider

Qualified staff

A good scanning company employs workers who are highly trained. Work with a company that has highly trained staff and they should be able to input important information to enable you to perform digital file searches easily.

Reputable

Look for a scanning services provider with a reputable management team that is respected by the business community as well as in the records management industry. Be sure you’re working with a company that has the ability and license to provide scanning services in all the cities in which your business operates. Simply put, the scanning services provider should have large network facilities with secure document scanning.

Security systems in place

The premises should have modern security systems such as CCTV, fire prevention equipment, and modern alarm systems to monitor the digital image transformation.

Modern scanning technology

An outsourced scanning provider should have hardware and software that are up to date. Find out whether the company has a well-developed technology roadmap that includes OCR (optical character recognition) capabilities. Ensure that they regularly refresh their infrastructure. Find out whether what they use is capable of handling large quantities and ask them to tell you just how accurate their software can be.

Stores your documents in a cost-effective way

A professional scanning provider should have expert knowledge of document regulations. After your paper documents have been scanned to electronic files, the company will have to do the sorting so that they separate those that should be destroyed and those that must be stored.

According to Federal Law, certain original paper documents have to be retained for specified periods that might go for 5 to 10 years. They’re retained for official inspection purposes and therefore, it’s important to work with a records management company that has the ability to store your documents effectively at a affordable storage costs.

To help you decide, we are a document management company that serves the gulf south (USA) for document scanning/merging, micrographics, document indexing, and many other related document services. The good news is that our services are efficient, secure and cost effective.

Contact Revolution Data Systems to plan document scanning project