Changing the way we do things always starts with educating ourselves and changing our mindsets.
If you are trying to reduce paper consumption in your office, you should start by addressing the specific areas where most of the paper is being used. Once you identify where or what processes are the most paper heavy, you can plan alternatives.
For many businesses, the option of outsourcing document scanning to a service provider is the choice that makes the most sense. Although many businesses have not fully implemented a paperless and digital office strategy, research has shown that those that have invested in an Enterprise Content Management (ECM) plan and/or have digitized their paper files have enhanced their work space, increased productivity, lowered costs, and are more eco-friendly workplaces. The benefits far outweigh the initial investment of your digitization project. Most companies realize a full ROI within the first 18 months of implementation and from there it becomes a huge cost saver!
The next step is choosing the right service provider that will be able to securely handle your paper files and who will return to you high quality digital formats that are on time and on budget.
Here are 4 questions you should ask when seeking a scanning service provider:
1. What equipment will they use to scan your documents?
The type of scanners and the type of document capture software they use to capture information accurately is important so that it can be indexed and distributed correctly. Equipment should automatically handle image enhancement, data identification and other advanced processing. Make sure they have the right tools for the job.
2. What processes do they have in place to ensure high-quality scans?
When it comes to scanned documents, the importance of quality is high and involves many different factors. You want to ensure you are getting high-quality document images and all vital information is captured accurately.
Here are some questions to ask your potential service provider:
▪ Will human quality control be performed?
▪ Does the QA process involve random sampling or will each scanned document be checked?
▪ Do they provide an accuracy guarantee?
▪ How long is the window for quality issues to be raised and addressed?
3. What do they do with your documents after they have been digitized?
Your scanning service provider should be able to deliver your digitized files into the systems and programs that you need them in, whether they are being delivered into your Enterprise Content Management (ECM) system or into some other central storage location. And, they should be able to meet your requirements while maintaining tight data security.
4. Are they able to handle your ongoing scanning needs?
Whether your scanning project is focused on your back-filed documents or if it is going to be an ongoing process of scanning day-forward documents, make sure the provider has the resources to meet your needs. If your service provider can only handle your back-filed documents and not continue with your day-forward scanning needs, you may need to find another vendor. It is best to find one provider who can meet all the items on your must-have list and who has a proven track record of delivering quality service.
The bloodline of your business is your documents and data, so it’s important to do your due diligence when trusting someone to handle these projects. We have been providing high-quality and cost-effective document conversion services for over 40 years. We not only provide the services but also the software solutions so that you can choose in-house options as well. Options are always good to have. If you have any questions let us know! Contact us today; we are here to help.