Document scanning services are taking off everywhere and for a good reason. For people who need to convert their stacks of older documents and files, it’s a convenient, secure, and dependable service of the future. One question you might be wondering is if whether to go to a document scanning service or to do it yourself in-house. You could buy the equipment, train your entire staff, and invest in sophisticated software, but is it worth it? Here’s a couple of reasons why document scanning services make more sense rather than trying it out with your company.
In-house document scanning can be extremely time-consuming. If you plan on doing it in-house, you’re going to have to invest in document scanners, image capture/index software, and operator training all for yourself. This alone could cost more than it would to go to a company that provides document scanning services. Meanwhile, there is no capital investment needed for scanning equipment and software from a company that offers the service.
If you decide to document scan in-house, you will most likely have to train or even hire new employees to operate and organize the document scanning equipment. This is a massive misuse of time and resources for most companies. Compare this to a document scanning service, which already has experienced employees who provide the service.
When you scan documents in-house, you will more than likely have to dedicate at least 30 square feet of office space for preparation, indexing, and scanning stations. If you go with a document scanning service, you don’t have to worry about this in the slightest. Scanning services are meant to save space, not take up anymore.
Scanning documents in-house means they will never leave your facility. Therefore you will need strict policies to ensure pages do not get lost or misplaced while filing. If you pick a scanning service, there is due diligence, including reference checks and site visits that can help identify vendors who meet or exceed your personal security needs.
Highs and Lows
In-house scanning can often lead to unexpected and reoccurring fluctuations within some of the equipment. This can cause scanning to fall behind without more people or working equipment to man it. Document scanning services have more hardware and more experienced staff, so issues such as these are far and few between.
Have 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, and YouTube.