With so many factors to consider, choosing the right document scanning service for your business can be a complex process. From the volume of documents to be scanned to the nature of the material (be it sensitive or confidential), each service offers distinct features and benefits.
However, by understanding the nuances of the many different scanning services available, you can make an informed decision that best suits your organization’s specific needs and budget constraints.
In this article, we’ll explore the different options available to you, and the advantages offered by each to help you choose the scanning method best suited for your business.
In-house Scanning
Scanning documents in-house using your own equipment and staff is an option that many businesses consider for handling their document digitization needs.
This method is generally perceived as one of the more straightforward and logistically simpler approaches, although that is not always the case.
It does provide complete control over the scanning process, which can lead to increased flexibility and immediate access to documents throughout the process.
In-house, or DIY scanning, is well-suited for personal projects or small to medium-sized businesses that have a manageable volume of documents to digitize.
That being said, it is important to be aware of the potential risks associated with DIY scanning. Undertaking this task without the proper expertise or equipment can have significant implications for your business, affecting the quality, security, and integrity of your digitized documents.
Bulk Scanning Services
Bulk scanning services are specifically tailored for organizations that need to digitize a substantial number of documents in a single, streamlined process.
Through a combination of high speed commercial scanning equipment and time tested scanning methodologies, bulk scanning enables businesses to scan large volumes of documents with unmatched speed and efficiency.
This approach is particularly cost-effective for large projects with very specific requirements. Since the initial setup of a project is a significant portion of the process, completing the task in a single, consolidated effort can lead to considerable cost savings compared to breaking it up into several smaller projects.
Bulk scanning also ensures that each document, regardless of its position in the pile, is scanned with the same level of care and precision, resulting in uniformity across your entire digital archive.
Bulk scanning is an ideal solution for large corporate offices, educational institutions, and government agencies who are required to store records for extended periods, resulting in a significant accumulation of paperwork.
Integrating bulk scanning into a broader, long-term records management strategy can be highly effective for these organizations, helping to streamline document storage and accessibility.
On-Site Scanning
On-site scanning services offer a tailored solution for businesses handling sensitive or legally restricted documents that cannot be transported off-site.
The primary benefit of on-site scanning lies in its ability to adhere to strict privacy and security regulations, as the documents remain within the secure confines of the business premises, eliminating risks associated with transportation.
An additional advantage of on-site scanning is the significant reduction in the workload for a company’s staff. By outsourcing the scanning process to a third-party service provider, businesses can ensure professional handling of their documents without diverting internal resources from their primary tasks. The service provider is responsible for setting up and managing the entire scanning operation, efficiently converting physical documents into organized digital formats.
On-site scanning offers a high degree of transparency and oversight. Since the process is carried out within the company’s premises, businesses have the opportunity to directly monitor and oversee the scanning, ensuring that all documents are handled according to their specific standards and requirements. This level of oversight is particularly beneficial for maintaining control over the handling of sensitive information.
On-site scanning also provides flexibility and customization, accommodating various business needs. Whether it involves managing large formats, delicate historical documents, or integrating specific indexing criteria, these services can be adapted to meet the diverse requirements of different organizations.
On-site scanning is perfect for legal firms, government agencies, and healthcare providers, where the security and confidentiality of documents are paramount.
Specialized Scanning Services
Specialized scanning services cater to unique document types that require more than just a standard scanning approach. These services are equipped with specialized equipment and expertise to handle a wide range of document formats and cater to specific industry needs. Specialized scanning ensures that documents such as large format blueprints, sensitive medical records, legal documents, and human resources files are handled with the utmost care and precision. Below, we explore the different types of specialized scanning services, highlighting their significance and the unique considerations for each.
Large Format Scanning
- What it is: Large format scanning services are designed for oversized documents such as architectural blueprints, engineering drawings, and maps. These documents are too large for standard scanners and require specialized equipment and handling.
- Considerations: Accuracy is critical in large format scanning, as these documents often contain intricate details crucial for their continued utility. Ensuring high resolution and clarity is paramount. Additionally, handling these documents carefully to prevent tears or damage is crucial, given their often delicate nature and size.
Medical Scanning
- What it is: Medical scanning involves digitizing patient records, x-rays, and other medical documents. This type of scanning is vital for healthcare providers transitioning to electronic health record systems.
- Considerations: Confidentiality and compliance with healthcare regulations like HIPAA (Health Insurance Portability and Accountability Act) are the top priorities. Ensuring secure handling and storage of digitized records is essential. Also, the ability to integrate scanned documents into existing electronic medical record systems is a significant consideration.
Legal Scanning
- What it is: Legal scanning is focused on digitizing case files, evidence documents, and other legal paperwork. It’s an essential service for law firms and legal departments aiming to streamline their document management.
- Considerations: Accuracy and maintaining the integrity of the original document are vital in legal scanning. Documents often need to be scanned in a way that they are admissible in court, which requires a high level of precision and adherence to legal standards for digital documents.
HR Records Scanning
- What it is: Human Resources (HR) records scanning involves converting employee files, policy documents, and other HR-related paperwork into digital formats. This scanning is crucial for HR departments looking to modernize their record-keeping.
- Considerations: Privacy and security are of utmost importance in HR records scanning. Sensitive employee information must be handled confidentially. Additionally, the digitized records need to be easily accessible and organized for efficient retrieval and management.
How to Choose the Right Service
Choosing the right scanning service for your business requires careful consideration. Here’s a few tips that will help you select the service that aligns best with your needs:
Assess Your Document Volume:
Evaluate the volume of documents you need to digitize. For a large number of documents, bulk scanning is typically the most cost-effective approach. If your document volume is smaller or you require ongoing scanning, on-site scanning or in-house options may be more suitable.
Consider the Nature of Your Documents:
For sensitive or confidential documents, on-site scanning offers the highest level of security, as your documents are scanned premises under your watchful eye. However, this type of service typically comes at a higher price point. For general documents without security concerns, off-site bulk scanning may be a better choice.
Understand Your Specific Needs:
It’s important to consider whether or not your documents need any kind of special handling. For instance, specialized scanning services are available for large format documents or delicate historical materials. When scanning medical records, choose a HIPAA compliant medical records scanning service to ensure that the confidentiality of PHI and PII is properly protected throughout the process.
Additionally, evaluate whether you need assistance in preparing your documents for scanning. This step is crucial for a smooth and efficient scanning process. If document preparation seems overwhelming or if you’re unsure about how to proceed, seeking a service that offers guidance on pre-scanning preparation can be immensely helpful.
Evaluate Your Budget:
Set a budget for your scanning project and stick to it. Bulk scanning often provides savings for large-scale projects, but the upfront costs tend to be higher. Meanwhile, electing for on-site scanning unnecessarily could be much more expensive than it needs to be due to the logistics involved.
Set a Project Completion Date:
Setting a timeline for your project is an important step many businesses overlook. If you are scanning archived records, you may not have the same time constraints as you would when scanning active records. Consider how quickly you’ll need access to your scanned document as well as your options for accessing them throughout the scanning project.
Look for Customization and Flexibility:
Choose a service that can tailor their approach to your unique requirements, whether it’s handling specific document types or integrating with your existing records management system.
Expertise and Reliability of the Service Provider:
Opt for a provider known for their expertise, reliability, and experience in handling a variety of scanning projects. Additionally, look for credentials or certifications that demonstrate their commitment to data security and industry standards. For example, SOC 2 compliance ensures the provider has implemented strict processes and safeguards to protect sensitive information, and HIPAA certification means they are properly trained to handle sensitive medical records.
Ask Questions
If you’re still unsure about which service is right for you, take advantage of consultations offered by most professional scanning companies. There are a ton of questions you should ask your scanning company before you start your project. At SecureScan, we provide a free, no obligations consultation to address any questions you might have.
By carefully analyzing these aspects, you can make a well-informed decision that ensures your scanning project is handled efficiently, securely, and in alignment with your business’s specific needs.
Wrapping up
When choosing a scanning service, expertise and professionalism are key. SecureScan has more than 21 years document scanning experience, serving businesses, universities, medical facilities, and government agencies throughout the Northeast.
We offer a wide array of professional scanning services tailored to meet the diverse needs of our clients, including bulk scanning, on-site scanning, large format scanning, and more.
We recognize the complexities involved in selecting the most suitable scanning service. At SecureScan, we are committed to simplifying this process for you. Contact us today for more information or get a free quote from one of our scanning technicians, who will guide you in making the best scanning decisions for your business.
