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How to Choose a Document Scanning Provider

Changing from paper to electronic files can save you time and money. Once you look at what is required to run a successful document scanning project, outsourcing it to the professionals becomes the obvious solution.

Choosing the right document scanning provider, however, can be a stressful endeavor. Not all document imaging services can deliver a solution that meets your company’s specific needs. Here are some helpful tips for choosing the right document scanning provider for your business.

Verify Experience and Expertise

Document scanning requires the right technology and equipment, but experience and expertise are even more important.

You need a provider that understands and accommodates your business’ unique requirements. Document scanning professionals who understand records and information management best practices, as well as your industry, will provide a solution that supports your long-term document management needs.

When selecting a document scanning provider, ask for references from clients within your industry. For example, if you’re considering a scanning solution for your law firm, you need a provider who has a proven track record of successful work with other law firms. They need experience in customized file imaging and conversion services to support litigation and e-discovery requirements.

Make Sure the Services Meet your Needs

Not all document scanning providers offer the same services. Some simply scan your documents and provide you with a CD of the images.

You will be better off with a company that provides a comprehensive range of document imaging services which make your records management faster and easier. Look for a document scanning provider that takes the time to fully assess your specific needs for a customized imaging solution.

Consider Your Long-Term Document Management Needs

Ultimately, the goal of document scanning is to streamline workflow processes and increase efficiency. Look for a provider that offers an Enterprise Document Management System (EDMS) for storing and organizing your digital files.

EDMS document workflow automation enables:

  • Fast desktop document retrieval
  • Simultaneous user access to digital files
  • Direct email and fax capabilities

Verify Quality Assurance

A document scanning solution should include a method for verifying that all information has been accurately captured and meets strict quality standards. Quality assurance checks should be included in each step of your imaging project. Check to see that your potential document scanning provider visually checks their output during imaging and indexing to ensure 100% accuracy and readability.

Ask About Privacy Protection

You need assurance that your documents are secure during the scanning process. When choosing a document scanning provider, find out what steps are taken to ensure privacy protection for your information.

Will your records be imaged locally or shipped overseas to a third party for scanning? What security monitoring systems are featured in the facility where your documents are scanned? Are scanning technicians properly trained and screened? What chain of custody procedures are used during imaging?

Getting the answers to these questions will enable you to evaluate if your scanning provider has control of your documents and images at all times.

Knowing what to assess–and which questions to ask–will help you choose a document scanning provider that offers the optimal imaging and conversion solution for your business.

Richards & Richards offers document scanning and document management solutions for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.

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