If you have ever thought about transitioning your business away from paper-based processes for good, there has never been a better time than the present. Businesses that still run a majority of their daily operations on paper are missing out on the many advantages that come with moving data into the cloud, including increased productivity, instant access to documents, and a reduced need for onsite document storage.
Of course, converting your filing cabinets full of paper into a secure, easy-to-use, searchable digital archive yourself is not that easy. If it were, you probably would have done it already, after all, nobody wants to waste time rummaging through filing cabinets searching for documents when there is clearly a better way.
There are many considerations you’ll need to make once you’ve decided to take the plunge, including retention periods for storing documents and how you will organize and prioritize the conversion of your files.
That’s where the expertise of a professional document scanning company comes into play. With the know-how to get the job done right, hiring a professional is the only way to guarantee that you reap the full benefits of your digital transformation. But which document scanning company should you choose?
Choosing the best document scanning company can be time-consuming if you’re not sure what to look for. Our guide below outlines the top 5 questions you should ask a potential document scanning company before you hire them for the job.
How much will my document scanning project cost?
One of the major hurdles preventing businesses from hiring a professional document scanning company are the costs. Understandably, you want to get the best possible return on your investment, and you don’t want to pay a penny more than you have to.
As technology has improved, the costs of document scanning services have come down substantially. In fact, chances are the cost savings gained from increases in productivity are more than enough to cover the price of the conversion process itself. When you add in the potential savings in paper storage costs, converting your documents into digital formats is a great way to save money over time.
Many document scanning companies have wildly variable costs, coupled with hidden fees and extra charges, making document conversion project costs hard to predict.
On average, most scanning companies will charge roughly 7 to 12 cents per sheet scanned, depending on the complexity of the job. If you are looking at piles of banker boxes, just know that each one can hold anywhere between 2,000 and 2,500 sheets, coming in around $225 per box on average.
If you’re staring at a wall full of filing cabinets scratching your head, not to worry. A standard 4 drawer filing cabinet can hold as many as 16,000 pages when it’s full. That’s an average of $1600 per cabinet full.
In addition to that, some scanning companies may charge additional fees for document preparation, shipping, indexing, double-sided documents, and more. Be sure to understand the costs before you agree to start your project.
Luckily, you don’t need to make guesses when you choose SecureScan. We we take a simple “one-box, one-price” approach, making cost projection easy. After all, who should be forced to count documents in order to get a reliable price quote? We also offer an obligation-free document scanning quote to help you plan ahead for your scanning project.
Not many other scanning companies provide this level of transparency though, so if you are considering hiring another company, be on the lookout for hidden costs that pile up after the initial estimate.
How will my documents be stored?
Efficient storage isn’t necessarily effective storage. Bouncing between hard drives, iCloud and Dropbox accounts, and thumbnail drives is no better than rifling through physical drawers stuffed full of paper.
That’s why you need to hire a company with experience that can guide you through the process of consolidating, indexing, and organizing your files. By creating a single access point for all of your documents, you’ll be able to search for and find the data you need quickly, from a single interface.
You’ll also want to be sure your data is stored securely, either protected by encryption, access control, or ideally both. Many scanning companies can provide you with a document management system for storing and accessing your files, including SecureScan. We use IPaperVision® Enterprise, software that delivers any document, anywhere, at any time. With easy-to-use search capabilities, you’ll be able to locate information within seconds securely, without fear of data leaks. We can also integrate with any other third-party document management software you already use.
Finally, you should verify that redundant backups of your data are included with the service you choose. Natural disasters like floods and fire can take a huge toll on your business, even more so when your important data is damaged or destroyed. Paper documents are fragile and susceptible to damage, and even deteriorate with time, reducing legibility or even resulting in data loss.
By storing additional backups of your data in multiple physical locations, you are further protected against data loss disasters.
Who will scan my documents?
Some of the businesses you will find when searching for a document scanning service are not scanning providers at all. In fact, many actually outsource their scanning processes overseas or to third-party companies, whose services they have not verified.
This puts the confidential information you have entrusted to these companies at risk of theft or abuse.
Make sure that your records are being scanned locally by qualified scanning technicians who have been properly screened, trained, and HIPPA certified. This helps to ensure a secure chain of custody for your sensitive documents.
At SecureScan, our technicians undergo a rigorous screening and training program before they scan a single document. This allows us to provide a scanning service that will meet even the highest security and data privacy requirements.
One time or ongoing conversion?
Every business has unique requirements for accessing and working with data. While some businesses may be perfectly fine with a bulk one time conversion, when it comes to document scanning services, one size does not fit all.
Depending on the volume of documents you need to convert and your daily paper processes, you may choose a more gradual approach to digitizing your paper records. You may want to set regular scanning intervals to back up files that are no longer active, you may even want to scan as you go, adding new files as they are created in real time.
Scanning as you go helps address office space storage requirements and improves efficiency, while also helping to spread out the costs of scanning your documents.
Choose document scanning provider who help you meet both your immediate and long-term imaging and conversion needs.
What is the quality of the final product?
It probably won’t come as much of a surprise, but not all scanning services are created equal. You need to choose a scanning company that makes every effort to ensure that your final scans are accurate, legible, and free of indexing mistakes.
While it may take a bit longer to complete your project, strict quality control processes save you time and money in the long run by preventing the need to pay twice to re-scan poorly converted documents.
At SecureScan, every digital image we create is put through our multi-phase quality assurance process. This involves inspecting each and every scan to verify that the final digital images exactly match the original paper records, are free of defects, and are properly indexed. Any scans that don’t make the cut are reprocessed automatically, so you can be sure that the final product is of the highest quality, and that no documents are missed.
Taking the extra time to be sure you are hiring the right document scanning company for the job can help you reclaim office space, mitigate compliance risks, boost productivity, and improve collaboration. SecureScan can help you meet your document scanning needs with fast, affordable, and accurate document conversion services with one on one support to help you throughout the process.