This is a question that many business owners ask themselves at some point in the evolution of their company. Perhaps you’re asking this, too, now that you realize just how inefficient it is to use your own staff for document scanning functions. The good news is that you can outsource the job to a third party. There are companies offering document scanning services that can take care of everything for you while saving you money.
Outsourcing document scanning eliminates the guesswork and other issues that are associated with in-house document scanning. It will lead to savings and fewer headaches down the line. It will also boost your efficiency by allowing you and your staff to focus on core business tasks that translate to higher revenues.
The problem with in-house document scanning is it takes a lot of money and effort to get it done. It’s not as easy as simply running a page or two on a scanner. You need to make sure the digitized documents are clear, error-free, and high-quality, and that they’re properly indexed and stored securely. Professional document scanning involves advanced equipment and document capture software. When combined, they speed things up while ensuring security all around.
How does it work?
Reputable service providers will receive your documents through a courier service, FEDEX, UPS, or USPS. They can receive truckloads of papers, too. Once your documents are in their office, they will be prepared for scanning. Your paperwork will be scanned using high-end commercial scanners, and the digitized batches are sent to an indexing team and delivered to you within the agreed timeline.
But is your company ready for document scanning services? Here are the signs that it’s time to outsource:
Low productivity and problematic workflows
Digitized documents are faster to find and retrieve or share. No need to rummage through physical files just to find what you need. As a result, your staff can work faster and deliver better customer service. Outsourcing document scanning will also ensure more reliable results and timely deliveries.
Increased costs
In-house document scanning can be as costly as onsite storage of physical copies. In contrast, digitized documents can be stored in a secure and reasonably priced server or in the cloud, which also means that you can access them anytime and anywhere.
Security breaches are common
If your company is constantly dealing with leaked data or missing documents, it’s time to outsource document scanning services to NAID AAA-certified professionals to improve the security of your information. Digitized documents are properly organized and stored in secure databases that are protected by strict access controls.
