“Document scanning” is a phrase that’s often used interchangeably with a wide variety of services that are actually unique: document imaging, document digitization, document conversion, and more. In reality, the processes and applications for each are different. What you need will depend on your goals. You might be aiming to:
These are just a few of the possibilities, and you’re likely to be interested in more than one. But that doesn’t mean all of them are top priorities or worth the investment at this time. Keep an eye out for mismatched services and other pitfalls like the ones listed below.
If you hope to avoid mistakes when choosing a provider of bulk document scanning services, start by paying attention to what you really need…and what’s really being offered. The services being sold may or may not align with the biggest reasons you’re looking for document scanning companies to begin with.
Sometimes a service is a “nice to have,” but not a “must have.” Let’s take a look at a few examples:
These and other services can all be game-changers for the right company, but it’s not necessary to go for these solutions simply because they’re offered alongside document scanning services. It is important to evaluate the goals of your scanning project and prioritize the must-haves that will help you achieve them.
Consider the specific needs of your organization and determine which features and services are most essential to your success. This may involve choosing between different levels of document scanning, file enhancement solutions, and other value-added services, depending on your unique requirements. By carefully selecting the services that align with your goals, you can optimize the value of your investment and ensure that you get the most out of your document scanning project.
It would be easy to convince oneself that document scanning is a cumbersome and repetitive but essentially simple task that would be best to hand off to front-line employees and interns. However, this mindset can be a costly mistake, as the scanning process involves sensitive information that, if misplaced or compromised, can expose your business to significant risks. According to IBM, a breach of personally identifiable customer information costs organizations $180 per lost record.
Heightened attention to security measures is a must-have for high-volume document scanning services. Look for service providers that have strict protocols in place to protect documents both before and they’re scanned and digitized. Verify whether the documents be scanned on-site or if they will be taken to a secure facility with surveillance and controlled access. Avoid companies that treat scanning as a mere transactional formality.
Scanning in bulk is more than just having the equipment and personnel to do the job. High volume projects demand unique measures to avoid slowdowns, mistakes, and pieces falling through the cracks.
An expert document scanning company knows how to provide efficiency, accuracy, and security on a large scale — and has the track record to prove it. Scan-Optics has the capability to scan over 4,000,000 documents a day with 99.9% accuracy and 95% faster processing than the average in-house task force. Make sure to check your document scanning service provider for specific prior expertise with bulk scanning projects of at least the magnitude you’re asking them to provide.
Scan-Optics is a leading provider of document scanning services with over 50 years of industry experience. We use our 32,000-square-foot facility to deliver efficient, precise results on even the largest bulk scanning projects. Contact us today to speak to a bulk document scanning expert with proven expertise.