Importance of digitization finding a reliable and trustworthy document scanning company

Importance of Digitization: Finding a Reliable and Trustworthy Document Scanning Company Many organizations outsource their scanning jobs to a document scanning company. It is important though to check the credibility and reliability of the organization.

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You decided that it time to convert all the paper lying around your office, create an order, get everything in to a database that allows you to retrieve the information needed quickly and efficiently. Step in the right direction, “document scanning and digitization”. Now starts the questions: 

Where do I find a good company, I have a lot of papers, can they handle it?

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Do they have the expertise that I need?

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Do they understand my industry and my needs?

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I have a lot of paper that needs to be secure and can they be trusted? And on an on. All good questions.What I will try to do here is to hopefully provide you with some information that points you in the right direction It is true that document scanning solutions companies reduce in-house workload and help in enhancing performance and productivity. However, the service provider has to be reliable and efficient. Before going on to the topic of finding a reliable provider, let us look at how document scanning can be beneficial.

How Does It Help Businesses?

Scanning and Digitization process involves the creation of electronic files by making a bitmapped image of the original document and saving it in electronic formats such as .PDF or .TIFF. Scanning of documents allows optimum utilization of space, quick searching of documents and reduced risks.

The service is beneficial to businesses considering the advancements in business applications and the speed at which information is accessed. This process enables easy access to various secured documents, drawings and images, and at the same time reduces operational costs incurred in the maintenance and preservation of paper documents and images.

It enables quick search of documents, simplifies electronic editing and modification work and enables creating CAD models which simplify work for many engineering professionals.

Some other advantages of scanning documents include: 

Security of information and data in secure repositories

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Sharing of data possible among employees easier

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No more searching for it in dusty files.

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No more printing, share them electronically.

Why Should You Think About Having A Specialist Do It: Though document scanning is a significant process for many businesses, it may not be viable for organizations to do this scanning work in-house. Let us take the example of a manufacturing firm. The office staff in this establishment may be busy with core processes and will not have the time or the expertise to carry out the task. Hence, the management would either have to train and then supervise them or recruit new people. This would increase the workload of the management as well as be an added expenditure. On top of all that depending on the amount of paper that needs to be converted the required scanning machine might not be cheap. Then hosting all that in a database might need more expertise. Though all this might be available to some organizations, for most this can be cost prohibitive.

How to Select a Reliable Service Provider In such cases it is best to outsource the scanning job to a document scanning company which would provide the apt solutions. There are many organizations and BPO companies that provide these scanning services. However, choosing the most reliable among them is important as the organization’s important data would be handed over to them which need to be protected and should not be leaked or damaged. 

It is vital to do a background check of the service provider before handing over the job to them.

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In case they are providing a free trial offer of their service then utilizing this service will give a firsthand experience of their work process.

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Find out important things such as for how long the company has been in this field, the security measures they use, their turnaround time, the expertise of their employees and the infrastructure of their organization.

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Getting a list of their clients and obtaining feedback from them can also be helpful. The cost of their services also needs to be compared with the industry standards.

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Ask them about their experience in your industry. Do they understand the nuances of documentation in your domain? Ask them to explain their previous experiences.

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800-670-2809

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What about their security measures? Do they follow database security protocols? What about encryption of database at rest and during access?

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What about pricing? How are they compared to others? Is it affordable?

Make sure answers you get are compared with all companies you interviewed. Obviously a local company is an important part of the decision. References are valuable. The reason why you choose a company can be many. Pricing though important should not be your only indicator, as they say” You get what you pay for”.

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800-670-2809