Choosing the Right Document Scanning Company: A Comprehensive Guide
Struggling with overflowing filing cabinets and mountains of paper? Hiring a document scanning company is your chance to transform chaos into order. At Document Mountain, we save you time, money, and space so your business can thrive. Let’s explore how to choose the right scanning partner.
What Types of Documents Are You Scanning?
Whether you’re a manufacturing company, HR or accounting department, government organization, or school system, the types of documents you are scanning are crucial. You need a scanning company with experience handling projects like yours to ensure seamless digitization.
For instance, HR departments need to comply with strict regulations. Hiring an inexperienced company could lead to compliance issues. Or, if you need to scan microfilm or large format documents like engineering drawings, not every scanning service can handle these formats. The right partner will have the expertise to manage your specific needs.
How Much Do Scanning Services Charge?
Scanning costs can quickly add up, but knowing the factors that impact pricing can help you budget effectively:
Volume of documents: More boxes mean better bulk rates. A standard banker box holds about 2,500 pages.
Document type: Standard pages cost less than microfiche or large format documents.
Indexing requirements: How you want documents organized affects the price.
Condition of documents: Pristine documents are cheaper to scan than damaged ones.
Choose a scanning company that’s transparent about costs and offers money-saving tips. For example, prepping documents yourself can reduce fees. Ensure they provide sample scans to approve quality and indexing formats.
What is the Expected Turnaround Time?
Some companies use outdated, slow scanners, causing delays. An experienced team with high-speed, multiple scanners will complete your project faster, reducing downtime and frustration.
What Process and Quality Control Practices Do They Use?
Document scanning isn’t simple. You need certified experts who guarantee high-quality, legible scans. Discuss their process and quality control measures. Key points include:
Process transparency: They should explain how they track, manage, store, and return or destroy files.
Communication: A reliable company will keep you informed and accessible throughout the project.
Quality checks: Ensure they use the latest technology for impeccable image quality. Every image should be checked for accuracy, not just random samples.
Access to documents: Make sure they can provide documents on demand during the scanning process to avoid work disruptions.
How Do They Keep Your Documents Secure?
Security is paramount. The right scanning company will have robust measures to protect your documents throughout the entire process.
What Other Services Do They Offer to Help You Go Paperless?
Choose a company that supports your transition to a paperless operation beyond just scanning. Look for services like:
Document management solutions: Simplify search, access, and tracking of your digitized files.
Integration: Ensure they can integrate with your existing software like ERPs or CRMs for a seamless workflow.
Digital formats: They should offer multiple formats for your documents.
IDC and OCR: Intelligent data capture and optical character recognition for easy retrieval and automation.
Remote access and collaboration: Apps for mobile access and real-time collaboration empower your hybrid workforce.
Compliance and accountability: Document management software that ensures regulatory compliance and tracks document interactions.
At Document Mountain, we understand the pain of managing physical documents. We save you time, money, and space so your business can thrive. With over 40 years of experience, our comprehensive services meet your document and business process management needs. Contact our dedicated team for a free quote today.