There are many aspects to your business that require countless hours of research and investigation before you can feel comfortable making a decision. It may feel like choosing a document scanning service isn’t one of them. After all, what can be so complicated about scanning documents? The truth is that there are complexities to the process that need to be addressed before you commit to a contract. You never want to be in a situation where these come up after you’ve already committed to a service provider. As you’re looking for a document scanning service provider, either to help you go paperless or simply backup your records, here are three things to keep in mind.
Privacy is a huge issue when it comes to document scanning. Your records could include sensitive patient, employee, or consumer data. If that data were to fall into the wrong hands, be misused, get damaged or destroyed, or be otherwise compromised, you and your company could have a huge problem. Be sure to ask prospective scanning service providers about their privacy and security measures and policies. These include how they handle storage or destruction of files. Pay attention to how they respond to your privacy concerns. They should care about your concerns and have ways to address them. Make sure that their security procedures include controlling access to not just the digital files but the physical ones also. Some things to ask about include how they track employee and visitor access, insurance coverage, and background checks.
Another thing you should ask prospective document scanning service providers about is their technology. If all of your documents are always on 8.5×11 paper, any scanning company will be able to accommodate your documents. In fact, most can accommodate up to 11×17, but for larger items, you will need a company with specialty equipment. This could include blueprints or architectural drawing, or other specialty formats like ape rather cards or microfilm. If you may ever have documents that require special equipment, make sure the document scanning service can accommodate your needs.
Finally, ask around your industry or related industries for recommendations and to check the reputation of your prospective service providers. You should also ask if the service providers have completed jobs of a similar scope and size and ask for references. Once you have references, follow up on them.
Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, YouTube, and Flickr.