subject: What To Look For In A Document Scanning Service [print this page] Do an online search regarding document scanning services and scores of companies will appear in the search results, all making tall claims about their capabilities. So how do you see through their claims? Read on to find out how you can choose the right provider.
If your office is drowning in a pool of paper documents, it is time you go digital. You better hire a document scanning service which would create digital copies of the piles of paper by document scanning. With electronic scanning at your disposal, you need not worry about resolving the dilemma.
However, you need to worry a bit about the choice of your service provider. Do an online search regarding document scanning services and scores of companies will appear in the search results, all making tall claims about their capabilities. So how do you see through their claims?
The most important aspect when you outsource is, you must be be able to trust your digitisation partner with your valued documents. Mutual faith is the basis of any business collaboration and when it comes to providing valuable documents for digital conversion, confidentiality gains even more weight. A reputed company will accord great value to the faith of clients in them, and make sure that it is preserved.
The company must have a proven track record of providing accurate digital conversion services such as document scanning, document archiving and book scanning while sticking to your budget. Before approaching a company, you need to determine how much you are willing to spend for the handling of your documents. Do your homework and come up with a feasible budget, before you begin negotiations with the service providers.
Talk with several providers before zeroing in on one of them. After thoroughly researching about them over the Internet, short-list a few of them. Shoot e-mails to them seeking details of their services. Their replies will give you a fair idea about the quality of their services. Down the list to final three on the basis of these replies and have a telephonic or if possible, in-person discussion with their sales representatives. Having several options will give you flexibility to compare their services and prices, helping you in taking a final decision.
During the discussions with your potential providers, be specific about what your company's requirements are as well as the type and amount of documents you have. Get informed about the packages they offer and the duration they have been in the business. Seek references of their current and erstwhile clients, and cross-check with them regarding their services. When you have all the information, review it thoroughly and choose the company that would provide you document scanning services within your budget.
Most companies engaged in document scanning will also be in Document Archiving, Document Management, Data Capture and OCR, Book Scanning, Microfilm Scanning, Large Format Scanning and Confidential Shredding. Post scanning, they will either return the files to you or have them confidentially destroyed. It is up to you what you want to do with paper files once the digital copies are ready. They will be like a one stop shop where you can find all ancillary services. It makes sense for businesses to opt for a provider who offers the full array of document scanning and other services as it eases out their task should they decide later to extend the collaboration to other services as well.
