So you’ve decided to, or are thinking about, outsourcing scanning to convert a bunch of your backfiles. Excellent! Now the question becomes: where do you start when selecting a document scanning company?
To answer this question, read on to learn about everything you should know and ask when vetting a company to scan your documents.
1. Document Scanning Technology
The first thing you will need to understand are the basics of scanning/imaging technology and software. A good vendor will help you with this as it’s pretty simple, though not a process that most people know about!
Having a loose idea of technology will make understanding the full scope of your project much easier.
2. Company Goals
Next, you should look at your organization’s priorities, goals, and objectives. Some of these include:
- What is the retention schedule of the documents? Or, how long do these documents need to be kept?
- How many people/users need to access these records?
- How are records stored, provided, and backed up?
- Is training and orientation necessary?
- Should you run a test to benchmark the process?
- How long will the conversion take?
- Can I access these records when they are at the service provider?
- Will the security and privacy requirements of these records be maintained?
- What special requirements need to be discussed?
Knowing the answers to these questions will allow your scanning partner to recommend the best solution for your company culture and budget, along with ensuring that everyone is on the same page for the scanning project.
3. Selecting a Document Scanning Company
You should evaluate at least two service providers. Trustworthy companies are easy to find via the internet through a search, an online directory like Yelp, or trade organization websites. Visit the business’ website to make sure that they are a reputable business. Read online reviews if there are any. Check out their social media accounts to see if they’re active.
If you have a good relationship with other companies your size or in your industry, reach out to them to see if they have used a scanning company before, and if so, if they would recommend them.
4. Touring the Facilities
tour the document scanning companyIt is highly recommended that you tour the company’s facility as this is a true reflection of the quality, process, and management of that provider. You’re going to want to know who is handling your records, so you can, in-person, gauge the expertise and attitude of key staff.
5. Expertise and Experience
A document scanning company should employ scanning specialists who are trained, certified, and have had several years of experience. Find out how long the employees have been with the company. This will reveal the level of experience and expertise in the company. It should have trained operators, along with qualified supervisors, for everything it does. Its staff should be knowledgeable enough to aid with any problems or issues that arise.
6. Cost and Location
As with all things, you get what you pay for. And as such, beware of companies that offer extremely low prices for their services. This can be a sign that the company is desperate for business and may be financially unstable. It also may be a sign that the company is cutting corners on processing to undercut its competition.
One Last Thing
Here’s the last thing to keep in mind: after selecting a company, you are not cleared of responsibility. The records are yours and the ultimate responsibility of the quality of these records is yours, as well as the system you use to manage these records.
If you’re not entirely sure how you want to manage your records going forward or just want some advice, a good service provider should be able to walk you through multiple solutions.
