When Does It Make Sense to Outsource Document Scanning?

Increasing numbers of companies are switching from manual record keeping to electronic solutions, spending thousands on in-house scanning solutions, or employing a document scanning company to do the job for them. However, it begs the question, why?

Why would an organization spend time and resources on document scanning? The answer is simple: traditional methods of document storage are very inefficient for modern times. Read on to learn why you need document scanning and when you should consider outsourcing it.

Why You Need Document Scanning

You fall behind the competition if you own a firm and still use paper processes. One of the most significant advantages of document scanning is that digital documents can’t be misplaced. They are always conveniently located and easy to access.

Imagine an employee has to reference a paper document. They will have to go through file cabinets of extensive records each time. The cumulative effect of all this lost time and energy is enormous.

On the other hand, the text searchability of digital files makes it simple to get a specific file from a massive repository by typing in its name. As a result, workers may devote more time to core company functions and less time to seeking answers through boxes of files and papers.

Finally, let’s not forget the “green effect” of going paperless. With document scanning, you can build your repository to take the first step towards paperless operations in your organization. This small step can leave a big impact on the environment in the long run.  

Once you realize the need for document scanning, the only thing left to decide is whether you want to do the work in-house or outsource the task to a reliable document scanning company. Before you decide, take the time to learn when it is best to outsource document scanning.

When to Outsource Document Scanning

By contracting with an outside service to perform your scanning, you may avoid the headaches and potential legal trouble that come with doing the work in-house. But when does it make the most sense to outsource document scanning? Consider outsourcing when:  

You Must Scan a Large Amount of Paperwork

You may consider purchasing a desktop scanner for a few hundred dollars and scanning your papers if you have only a few file drawers worth of paper. However, outsourcing is an apparent necessity if you have a file room full of documents you need access to.

Most of Your Paperwork Is Active

Outsourcing is the best option if most of your papers are “active,” which means they are accessed frequently by your employees. You can help save time by going digital and hiring a scanning firm to do it instead of adding the task to your to-do list.

Files that are “inactive” because they are seldom used should nevertheless be inspected if you need to free up storage space or if they include personal information that might get you into problems with the law.

You Work with Loads of Documents

Consider integrating document scanning into your organization’s workflow to avoid any backlog in the filing room. You can work closely with a scanning service to achieve your documentation goals. Document scanning may also be outsourced to a digital service if you receive a large volume of paper documents.

You Want to Develop a DMS

A document management system (DMS) is a smart investment to ensure your company is equipped to handle its documents effectively. Uploading your archive of documents and making them available to end-users is a crucial step toward maximizing the potential of your system. Your papers will be properly structured and indexed for data imports if you work with a seasoned document scanning provider.

Your Workers Are Occupied

Some businesses have their employees do the back scanning of documents. If your staff doesn’t have much wiggle room in their schedules, they may balk at taking on more work. Even worse, they may be less effective in their primary roles as a result of their focus being diverted.

Another option is to hire new employees solely for scanning. However, make sure you write out the costs of hiring employees to do the scanning vs. employing an experienced company to do it for you.

You Do Not Have Access to High-throughput Scanners

You may find at least one scanner for everyday scanning and printing in most workplaces. However, these scanners are not ideal for large-scale scanning tasks. A high-volume production scanner and document capture software require thousands of dollars. It is best to employ a large format scanning service in this case.  

Time Is Of the Essence

Scanning your documents yourself can take a lot of time. On the other hand, services devoted to scanning are organized to handle scanning jobs effectively. So, it is best to outsource the scanning job when you want quick results.

Bottom Line: Streamline Document Scanning with Smooth Solutions

Converting your paper files to digital format is more complicated than it first seems. Many issues might arise, some of which could have serious financial and legal consequences for your company.

Therefore, it is advisable to opt for a document scanning company, such as Smooth Solutions, that can handle document scanning projects for companies of all sizes. Smooth Solutions offers document converting services to several sectors, scanning legal documents, medical records, and government documents.

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