As your company evolves you will want to consider things that will help you run more efficiently. One way to increase your productivity is with document scanning. Converting your paper to documents into digital files can help you tremendously. Not only does it decrease time it takes to hunt down information, it can help reduce the space needed to store documents. This conversion from paper to digital documents requires you to find a company that provides document scanning services. As with any service there are many factors you want to consider when choosing the right document scanning companies for you. Here are some things you want to consider.
Knowledge and Experience
Keeping your documents safe and secure is important. When looking at document scanning companies you want to make sure they are knowledgeable and experienced. Maybe ask around to other companies that have use these types of services. Word of mouth is a great way to find reputable businesses. Make sure the company you choose can provide you with the type of services required for your company. You will also want a company with a lot of experience scanning different types of documents and it helps if they also help customers work with their digital documents as these companies will be more capable of helping you define how your documents should be scanned in order to meet your future needs.
Cost of Service
Before you start considering document scanning companies, consider your budget. How much are you willing to pay? Get a rough idea of what you have available at your disposal. You may have hundreds or even thousands of boxes of historical paper records. A good vendor will help you walk through the following questions: What do you really need to scan? What should be destroyed? What can be held for a short period and then destroyed? What will you do with the scanned documents? Remember, the reason you are scanning these records is to preserve them and provide access to them in the future. The lowest cost provider may not be the best solution. Be willing to pay a bit more if need be, but make sure they fill all your other needs before you fully commit to one. You can also break the project into phases and scan the most critical records first
Quality of Product
Make sure you are getting the quality you expect for the price you are paying. A good company will be able to handle your most fragile documents with care. In return, you should expect quality digital copies of all your documents. A company that has been known to have poor quality when handling documents should be avoided. You don’t want your documents in the hands of a company that will only disappoint.
Another important factor when assessing potential document scanning companies is their turnover rate. If you are giving them your documents to be processed, you want to know when you will get the digital copies. Expect to get an idea of how long it will take to complete the task of scanning all your documents. Be sure that you communicate your timeframe expectations accurately. If you do not need the information scanned immediately, share this with your vendor as they may be able to provide better pricing if they can scan it as they have extra capacity.
No matter how you break down the things you require from a good document scanning company, quality customer service is always going to be a vital thing. How the employees speak to you and how helpful they are will give you an idea on how working with them will be. If you find that their customer service is very poor, you are going to have a hard time working with them. Good communication is vital in ensuring you are getting what you want from the company.
Document scanning is a vital service in today’s world. If you are considering utilizing this service to help you break into the digital world, make sure you consider some of the factors mentioned above. There are many document scanning companies, but not all of them are going to provide the type of service you require. Price is not the only factor to consider you want to make sure you are working with a company that has a lot of experience and knowledge in this field. Don’t settle for just any company, do your research and find the one that is best for your business. CASNET’s document capture interfaces with over 60 enterprise content management (ECM) systems including CASNET’s eSAFE. Contact CASNET for a free expert consultation today.