Document Scanning Process Archives | Smooth Solutions Inc.

When is the Right Time to Start Outsourcing Document Scanning?

October 30, 2025 | 8:29 am
Written by: Brandon Harris

Why Does Outsourcing Document Scanning Matter?

Physical documents are vulnerable to damage and misplacement. Outsourcing scanning brings structure and scalable workflows.

In the AIIM 2023 State of the Intelligent Information Management report, only 26% of document and records systems were found to integrate with core applications.
Poor integration contributes to information silos and retrieval friction.

Expert Insight:
“Organizations should carefully evaluate information governance and interoperability when adding new systems,” notes David Jones, former AIIM board member.

Outsourcing helps break these silos and deliver indexed content into systems where it can be leveraged.

What Is Document Scanning Outsourcing?

Document scanning outsourcing is hiring specialized providers like Smooth Solutions to convert physical records into digital and searchable formats.

Core Workflow Stages

Stage	Key Activities	Purpose / Benefit
Preparation & Sorting	Removing staples and organizing.	Avoids scanning errors and misfeeds.
High-Speed Scanning	Bulk conversion to PDFs, TIFFs, or OCR.	High throughput & digital readability.
Quality Assurance	Checking clarity and missing pages.	Accuracy and completeness.
Indexing & Metadata	Tagging files with identifiers	Enables search and integration.
Secure Delivery	Encrypted upload or handover	Protects sensitive data.

If your archives include legacy formats, you might also need specialized options like microfilm scanning services or scanning aperture cards.

Pro Tip:
Ask prospective providers whether they support onsite document scanning, especially if records are high-risk or cannot leave premises.

Why Do Businesses Outsource Document Scanning?

The question is often phrased as to why outsource document scanning? Here are compelling answers.

Key Benefits

Cost Avoidance & Predictability Outsourcing eliminates capital expenditure on high-speed scanners, maintenance, and staff training.
Scalability & Speed Service providers scale easily for bulk projects, meeting tight timelines without disrupting your core operations.
Interoperability & Integration Because most systems, like 74%, don’t integrate with core apps, data returned by outsourced scans can be structured for smooth import.
Data Accessibility & Productivity A Gartner survey conducted via FileCenter observed that 46% of workers say they struggle to find the information they need to perform their jobs. Outsourced scanning paired with smart indexing dramatically reduces those time losses.
Focus on Core Operations Your IT staff stays focused on mission-critical systems rather than scanning logistics.
Security & Compliance Posture Reputable vendors adopt encryption, chain-of-custody, and audit controls from day one.

When you combine these benefits, the Power of Document Imaging becomes clear.

When Is the Best Time to Outsource Document Scanning?

Recognizing the best time to outsource document scanning can help prevent inefficiency and data risk from compounding.

Common Triggers Showing It’s The Right Time

Rapid Growth or Expanding Records Volume When document inflows outpace your team’s capacity.
Space Constraints When physical storage is maxed out or becomes costly.
Upcoming Audits or Regulatory Pressure When retention policies, compliance mandates, or legal holds intensify.
Digital Initiatives or Transformation Mandates When migrating to cloud-based systems, DMS, or unified record platforms.
M&A or System Consolidation Events When combining archives or standardizing formats.
Chronic Delays or Backlogs If in-house scanning jobs consistently breach SLAs.

If you face any of these, it’s often the best time to outsource document scanning rather than trying to scale internally.

Myth Busted:
“We have scanners, and we can just do it ourselves.” In many organizations, internal scanning projects overshoot on time, cost, and quality. Outsourcing brings process discipline and automation that internal teams often cannot replicate.

What Are the Signs You Should Start Outsourcing Now?

Sometimes you don’t realize you’ve crossed the tipping point. Here are real-world signs your organization should start outsourcing immediately.

Sign	What You Experience	Implication
Files Everywhere	Documents are stored across multiple offices, floors, or silos.	Poor visibility, duplication, or risk.
Slow Retrieval Times	Employees are waiting minutes or hours to find key documents.	Lost productivity.
Mounting Storage Costs	Paying for off-site records or expanding cabinets.	Uncontrolled expenses
Frequent Compliance Alerts	Missed retention or audit issues.	Legal & regulatory liability
Documents Aging Digitally	Legacy formats not yet digitized.	Future overdraft of backlog.
Digital Initiative Delays	DMS or ERP rollouts are stalling due to a lack of input data.	Project bottlenecks

If you see two or more of these signs, it’s likely the best time to outsource document scanning to a trusted provider like Smooth Solutions, which handles high-volume and high-security digitization across sectors.

How Does Outsourcing Compare to In-House Scanning?

A clear comparison shows why most organizations eventually turn to outsourcing.

Factor	In-House Scanning	Outsourced Scanning
Capital & Maintenance	High like scanner purchase and upkeep.	Minimal, as the provider bears the infrastructure.
Turnaround Time	Slower and limited by staff.	Faster and dedicated workflows.
Quality Consistency	Variable and human-dependent.	Standardized and audited.
Scaling Capability	Limited	Elastic, as you can expand as needed
Security & Compliance	Internal controls required	Vendor-managed and certified
Total Cost over Time	Hidden costs grow	Transparent and often lower long-term

Expert Tip:
“In-house scanning may look cheaper initially, but hidden labor, error correction, and downtime costs add up fast,” says an industry consultant. Outsourcing can yield 30 to 50% cost efficiencies over multiple years.
Smooth Solutions offers both off-site and onsite document scanning models so you can choose based on volume and compliance needs.

How Do You Choose the Right Document Scanning Partner?

Choosing when is just half the equation, and choosing who is equally critical. Here’s how to evaluate a scanning vendor.

Evaluation Criteria

Track Record & Certifications Ask about real-world projects and security credentials like ISO, SOC, and HIPAA.
Technology Stack & AI/OCR Capability Advanced providers use machine learning, automated classification, and metadata enrichment.
Security & Chain-of-Custody Controls Make sure encryption, auditing logs, limited access, and physical security are in place.
Flexibility & Service Models The provider should support document scanning services that match your operational model.
Integration & Deliverables They should deliver your data in formats compatible with your systems or APIs.
Transparency & SLAs Clear pricing, milestones, or service guarantees matter.
Support & Maintenance Post-project support for corrections, rescans, or updates is essential.

At Smooth Solutions, we have over 25 years of experience delivering secure and reliable digitization across industries.
When selecting a partner, you may also want to read our deep dive on the Role of Document Scanning in Data Security and Compliance.

Final Thoughts

Knowing the best time to outsource document scanning is as important as executing it smoothly. When in-house scanning starts to drag your operations, compliance, or digital strategies behind — that’s your signal to act. Outsourcing to a trusted provider like Smooth Solutions offers an efficient, secure, and scalable way to reclaim control of your records and power future growth.

Why Every Modern Office Needs a Professional Document Scanning Solution

July 31, 2025 | 10:23 am
Written by: Brandon Harris

What Is a Professional Document Scanning Solution?

Document scanning is the process in which a professional organization converts paper work to organized and searchable digital files. It is not only just feeding paper into a scanner. A top-notch document scanning company creates pristine, easily accessible archives for companies, educational institutions, healthcare facilities, governmental organizations, and more using cutting-edge equipment and indexing tools.

Reasons for Offices to Spend Money on Document Scanning Services

Although paper is still used in many workplaces, relying too much on it can cause delays and unnecessary risks. Traditional recordkeeping is no longer feasible due to issues like slow response times, lost files, and growing storage expenses. Digital files are more secure, quicker to share, and easier to access.

By collaborating with a seasoned document scanning company, offices can modernize effectively without sacrificing control over crucial documents.

Here’s why this investment makes sense for businesses:

1. Make Physical Space Available

Paper takes up valuable square footage that could be utilized for improvements for clients, staff, or equipment. Thousands of pages can be transformed into small digital files that can be saved on a server or in the cloud with the correct document scanning service.

The following are some advantages of hiring a trustworthy document scanning business:

Reduce overhead expenses
Create a more open, organized work environment
Do away with file cabinets, storage rooms, and off-site warehousing

2. Increase Speed and Efficiency

It takes a lot of time to search through physical records. Using a keyword, date, or client name, staff members can quickly find files in a digital archive. This allows offices to:

Increase output with simple retrieval
Reduce time lost as a result of misfiled documents
Respond to clients or regulators more quickly

3. Encourage Hybrid and Remote Work Models

Being on-site is usually required to access paper records, which reduces flexibility and delays response times. For employees or hybrid teams operating in different locations, this poses difficulties.

A digital filing system removes that obstacle by offering safe, anytime access to documents from any location with an internet connection. Whether at work, home, or on the go, employees can stay productive, retrieve files fast, and collaborate in real time.

All of this can be done without sacrificing data security or privacy standards.

4. Boost Security and Compliance

Strict compliance requirements can be met with the help of a professional document scanning service. Digital files can be regularly backed up, password-protected, and encrypted. Document scanning services help businesses:

Adopt the GDPR, SOC 2, and HIPAA frameworks
Monitor document access and version control
Lower the possibility of misplaced or stolen paper

5. Guard Against Catastrophe

Fire, flooding, humidity, and even normal wear and tear can all seriously harm paper. More often than not, it’s impossible to recover physical documents once they have been lost or destroyed. A more secure and robust option is provided by digital backups.

Your files can be safely stored and quickly restored in case of an emergency by collaborating with a professional document scanning company.

When unforeseen circumstances arise, this degree of protection provides businesses with continuity and peace of mind.

6. Simplify Reporting and Audits

When documents are kept in several filing cabinets or boxes, it can make audits time-consuming and stressful. Digital records can be accessed and shared instantly, particularly if they have been indexed and arranged by a professional document scanning service.

This enhances accuracy and transparency during audits while also cutting down on the amount of time needed to find necessary documents.

Having searchable digital records streamlines the process when interacting with internal reviews, tax agencies, or regulatory bodies.

7. Cut Long-Term Expenses

Although there is an initial cost associated with hiring a document scanning company, there are substantial long-term savings. Ongoing costs associated with paper-based procedures significantly decrease after records are digitized.

A single employee can use 10,000 sheets of paper annually, which costs about $80, according to ARC. On paper, that’s $8,000 a year for 100 workers. Ink, printers, and the price of shredders for safe disposal are not included in that amount.

By using document scanning services, companies can:

Save money on paper, printing, and mailing
Eliminate the need for filing cabinets and storage space
Free up employee time for manual document handling
Avoid buying or contracting out shredding

Because of these cost savings, scanning is a viable, long-term option for workplaces looking to cut waste and boost productivity.

8. Reduce Paper Waste and Go Green

Partnering with a document scanning company is a practical way to reduce your environmental footprint. The use of paper adds to landfill waste, energy use, and deforestation. You can reduce printing, storage, and the need for recycling or shredding by digitizing your records.

Document scanning services help the environment by:

Using less paper and ink
Using less energy from office equipment
Requiring less paper to be disposed of and stored

Additionally, going digital makes it abundantly evident to stakeholders and customers that your company values long-term effects and ethical business practices.

How to Pick the Right Document Scanning Company

The range and caliber of services offered by document scanning companies can differ greatly. Here are some tips for choosing wisely:

Experience: It is important to have a track record of successfully scanning thousands of pages.
Quality Control: To prevent missing pages or hazy scans, look for businesses that have transparent quality checks.
Scanning Variety: Adaptability is essential for both microfilm and large-format drawings.
Data Security: Pick a supplier who safeguards private information during the scanning procedure.

Smooth Solutions has scanned a wide range of materials with excellent accuracy and confidentiality, including bound books, architectural plans, payroll files, and patient records.

A Quick Way to Increase Productivity

You can save time, safeguard your data, and free up time for the things that really count when you work with a reputable document scanning service. So, it’s time to switch if paper still dominates your office.

Are you prepared to switch to digital?

For secure, quick, and expert document scanning services catered to your requirements, get in touch with Smooth Solutions.

On-site Document Scanning vs. Offsite: Which one is Really Right for Your Business?

December 23, 2024 | 7:29 am
Written by: Brandon Harris

Many organizations today are transitioning from traditional paper-based filing systems to digital document management. This shift offers numerous benefits, including increased efficiency, reduced storage costs, and improved security.

However, businesses often face a crucial decision: should they opt for off-site or on-site document scanning services? Both methods convert paper documents into digital formats. However, they differ in location approaches.

This article provides a comparison of on-site paper scanning and offsite scanning. We’ll explore the pros and cons of each option, considering factors like cost, security, and convenience. The blog post will guide you in determining the best solution for your specific business needs and circumstances.

On-site Document vs. Offsite Scanning: A Comparison

On-site scanning services involve a document scanning company bringing equipment and personnel to your location. This means your documents remain within your premises throughout the entire process. This offers significant advantages for businesses dealing with highly sensitive or confidential information.

Maintaining physical control over documents minimizes the risk of data breaches or unauthorized access. This is particularly crucial for industries with strict regulatory compliance requirements, such as healthcare or finance.

Furthermore, on-site scanning can be more efficient for businesses with large volumes of documents. It eliminates the need to transport documents offsite, saving time and reducing potential risks associated with physical transfer. This can be especially beneficial for organizations with ongoing scanning needs, allowing for a more streamlined and continuous workflow.

Additionally, on-site scanning provides immediate access to digitized documents. This is crucial when transitioning to a digital document management system while maintaining access to physical files.

Offsite Document Scanning: Outsourcing for Efficiency

Offsite document scanning involves sending your documents to a specialized facility. This offers several advantages, including cost-effectiveness. Offsite scanning providers often have economies of scale, allowing them to offer more competitive pricing compared to on-site services. This can be particularly beneficial for small to medium-sized businesses with limited budgets.

Moreover, offsite scanning providers typically have dedicated facilities, high-speed scanners, and experienced personnel. This ensures efficient processing and high-quality digital images.

Additionally, offsite scanning allows your staff to focus on core business activities. Outsourcing the scanning process frees up valuable time and resources, allowing employees to concentrate on their primary responsibilities. This can improve overall productivity and efficiency within your organization.

Reputable offsite scanning providers implement strict security measures to protect your documents during transport and processing. This includes chain-of-custody protocols, secure transportation, and access controls within their facilities.

Making the Right Choice: Factors to Consider

Choosing between on-site and offsite scanning depends on several factors. Consider the sensitivity and confidentiality of your documents. If security is paramount, on-site scanning may be the preferred option.

You must also evaluate the volume of documents you need to scan. Large volumes may make on-site scanning more efficient, while smaller projects might benefit from the cost-effectiveness of offsite services.

Companies should also evaluate the timeline and urgency. On-site scanning generally provides quicker turnaround times for urgent projects, while offsite scanning may involve transportation and processing time.

Key Considerations When Selecting a Scanning Service Provider

Whether you opt for onsite or offsite scanning, you must ensure that the document scanning service provider’s services align with your specific needs. Start by inquiring about their security protocols and data protection measures. This step is crucial because safeguarding sensitive information should be a top priority.

Next, verify their experience and expertise in handling sensitive documents. Providers with a proven track record will likely manage your documents with the necessary care and precision.

Additionally, confirm their equipment capabilities and quality control processes. Advanced scanning technology and robust quality checks are vital for producing accurate digital copies of your documents.

Moreover, assess their ability to handle the volume of documents you need to be scanned. You must ensure they can complete the project within your required timeframe. These considerations will help select a reliable onsite scanning provider that can deliver secure, high-quality, and timely scanning services, facilitating a smooth transition to digital workflows.

Conclusion

Choosing between on-site and off-site document scanning depends on your business needs and priorities. The best solution aligns with your budget, security requirements, the volume of documents you need to scan, and your internal resources. You must evaluate your needs and the pros and cons of each approach to make an informed decision.

Whether you opt for the convenience of an on-site document digitization service or the efficiency of offsite records scanning services, transitioning to digital documents will streamline your operations and improve overall efficiency. You must take the first step towards a paperless future and unlock the many benefits, especially of onsite records scanning services for your business.

How Can Scanning Medical Records Improve Efficiency In Providing Healthcare?

July 27, 2021 | 6:37 am
Written by: Brandon Harris

Digitization is a global trend that encompasses all the major industries. So it’s not surprising that the need to digitize has become an important goal for medical facilities as well.

But while many of the benefits of medical document scanning and digitization are associated with improved processes, reduced costs, and overall efficiency, they can also significantly impact the level of health care that the hospital can provide for its patients.

In this article, let’s explore the relationship between medical records scanning and improved patient care. We’ll also look at why it makes sense to hire professional medical record scanning services that can make the transition less disruptive and more effective.

More Information

A big part of treating a patient is knowing as much as possible about their medical history. But no matter how seemingly efficient a paper medical record system might be, it simply can’t compare to the possibilities offered by digital records.

Electronic medical records can be a vital tool for tracking chronic diseases, seeing how various health tests reflect a person’s health over time, and ensuring that the doctor has every bit of information they might need to provide the best care possible to each patient.

With an electronic system, it’s possible to set up alerts for both the doctor and the patient, informing them of important dates and regular check-up needs, reducing manual work, and ensuring that patients don’t slip through the cracks.

What’s more, having a convenient way to look at data at scale enables health facilities to gain insights into the overall health of patients in various groups. This can be incredibly helpful for medical research, providing possibilities for improving treatment options and preventing various illnesses before they can develop.

Better Efficiency

Dealing with patients takes time. But unfortunately, many medical professionals end up spending most of the time filing documents instead of actually helping the patient. And that can result in worse outcomes for people who need help.

But if you use medical record scanning services, you can streamline and automate various processes involved with data entry, implementing a simpler process for compiling patient histories that takes much less time.

By being able to quickly type in information and access the entire patient history with just a few clicks, the medical professional is equipped to get to know the patient’s situation on a deeper level and consider all critical aspects in any situation.

Because of that, the overall quality of the decisions being made is improved, which can result in significantly better outcomes for patients over the long term.

Data Security

Patient data is highly sensitive and needs to be protected at all costs. But no matter how well your paper medical record system might be working, it can never match the security and risk mitigation potential of digital records.

If you use reputable medical record scanning services, they can provide you not only with a process for digitization but also with state-of-the-art document management and security solutions, which will prevent documents from getting lost or misplaced.

When everything is in a single digital database, it’s much easier to control who has access, and there’s virtually no chance of documents getting lost. What’s more, because you can utilize modern security features, the risk of sensitive data falling into the wrong hands is minimized as well.

Reduce Costs

Finally, when you embrace medical records scanning, you can end up saving a lot of money by reducing overhead costs and simplifying the processes for managing a large paper document storage facility.

Sure, the initial investment into medical document scanning can be daunting, but if you choose a reputable provider, they can provide you with a reduced bulk scanning rate that makes it more affordable. And once the scanning process is done, you can go digital and reap significant savings that will carry over for as long as the medical facility is open.

The storage in itself can account for significant savings, allowing you to repurpose current facilities and expand the type of care you can provide for patients and staff.

Why You Should Hire a Professional Medical Records Scanning Company

At this point, it should be clear that embracing digital records practices is the right choice for almost any medical facility. But for the process to be easy, painless, and effective, you need to find the right scanning services provider that knows the common challenges that are likely to arise and can deal with them effectively.

When you find a provider that has dealt with medical records scanning before, they can help you stay compliant with HIPAA and provide you with the best Electronic Medical Record (EMR) or Electronic Health Record (EHR) systems that will help make the transition easy and convenient for your staff.

11 Benefits of Digitizing Your Documents, Especially During the Remote Work Era

June 24, 2021 | 3:25 pm
Written by: Brandon Harris

In 2020, many business owners realized they could remain productive while allowing employees to work from home, which in turn increased employee satisfaction, mental health, and work-life balance.

For some, this was an easy transition but for others, it was trickier. Some industries had to outfit their employees’ home offices with expensive technology and supplies, while some others just had to ensure their employees had a laptop and a stable internet connection.

This seems to be the way of the future, so for many business owners, it’s time to think about how to make this a productive, long-term situation, rather than a quick fix that was born out of necessity. One way to make remote work easier for employees and managers alike is by digitizing important company documents.

Here are 11 reasons why going digital with your business documents is best for you, your employees, the environment, and honestly, for your documents as well.

1. It’s Easy To Do

No matter how large or small your business may be, the idea of taking all of your business documents and creating a digital copy of them can seem daunting at best. Luckily, you can enlist the help of a document scanning service to do the work for you.

Place your precious documents under the care of practiced experts who will treat your documents with the care and respect they deserve. Best of all, if you have items that can’t leave your premises, we have experts who can come to you. Precision, security, and integrity remain our priorities whether we’re operating in our space or yours.

2. It’s Digitally Secure

When you hire a document scanning company, research how safe and encrypted your information will be in their hands. Considering anything from technical manuals to large format blueprints can be digitized, it’s important to know that your information will be secure.

Not only does the cloud storage need to be kept encrypted, but the physical premises should be secure as well, with adequate surveillance and alarm systems.

3. It’s Physically Secure

Beyond being safe from uninvited eyes, having a digital backup of your documents is secure in other ways. By digitizing, you literally have a backup copy of anything you need. If something unfortunate were to happen at your physical location and you suddenly lost your database of microfilm, treasured photos, or even books and newspapers, you’d be grateful you had the foresight to create a digital backup in case of emergencies.

4. It Keeps Everyone Organized

While most or all of your employees are working remotely, gone are the days where one can just walk to the file cabinet to check for something. Having a digital database where employees can find what they need will make working from home far easier for them.

Additionally, if everything is stored digitally, you no longer have to worry about someone returning a document to the wrong place, or worse, not returning it at all.

5. It Makes Sharing Easier

For businesses that require a lot of sharing of information, digitizing your database will make life much easier. If you can cut out the need for a courier or a messenger and can share information with the click of a button, you’ll save money and your productivity will benefit greatly.

Not only can a business lose precious time in transport, but information can also be damaged or even compromised on the way to its destination. With digital versions of your documents, your recipient gets instant access to uncompromised information.

6. It May Open Up More Opportunities For Remote Work

If your business has yet to transition to remote work because it’s too important for employees to be close to the information they’re using, going digital may be the answer you and your employees are looking for.

Any information such as books, movies, magazines, microfiche, and plain old papers can be digitized. While remote work may not be for everyone, giving your employees the option to work from home safely, securely, and efficiently shows that you care about them and value their preferences.

7. It Saves You Money

Imagine a disc, and then imagine a file cabinet. A simple CD or DVD can hold the same amount of information as dozens of file cabinets. By digitizing your documents, you can save incredible amounts of valuable space. Saving space can also save you money if you currently own or are renting a property to hold these documents.

As remote work becomes the new way of life, companies will no longer need to house all of their information in an office building. Instead, the information can live on a server, a disc, or in a cloud while the business owner sells off the property and maybe even the file cabinets for a profit.

8. It’s Searchable

This benefit applies regardless of whether your employees are working remotely or working in the office. It’s far easier to search through digital documents than it is to search through books, old magazines, or a pile of large-format maps. This is another productivity booster, as employees will no longer need to spend hours rifling through old papers when they can simply perform a keyword search on your cloud server.

9. It’s Safe From Deterioration

Your company may have documents that just won’t stand the test of time. Over time, film degrades, newspapers fade and the handwriting on documents seems to disappear. By digitizing these items, you’re essentially freezing them in time.

Once they’re digitally preserved, they can be reviewed and enjoyed by generations to come. If your company has documents in its possession that could be considered antiques at this point, making a digital copy is of paramount importance. If the documents are lost to time, that important, historical information is lost as well.

10. It’s Environmentally Friendly

Once a company has used a document scanning service, they’re more likely to continue the digital trend moving forward. This, in turn, benefits the environment as you’re less likely to be using paper and other resources. Using copious amounts of paper is no favor to the environment, so by going digital you are greatly reducing your company’s carbon footprint. As a bonus, you’ll be saving money while you save trees!

11. It Keeps Everyone Happy

Remote work can have its ups and downs. One of the downsides of working from home is not having all of the resources at your fingertips that you might have at the office. On the other hand, working remotely can be difficult for leaders and managers, as they have to supply such information.

By digitizing your information, your employees benefit from access to whatever they need without having to go through various channels. This keeps employees more productive, and it even keeps managers and information keepers more productive too, as they no longer have to stop what they’re doing to track something down.ing of information, digitizing your database will make life much easier. If you can cut out the need for a courier or a messenger and can share information with the click of a button, you’ll save

The new normal of remote work has required a lot of adaptation and compromise by companies and employees alike. Considering how important employee retention is to a company, it’s in the company’s best interest to work remotely as easily and as comfortably as possible.

By enlisting the expertise of a document scanning company, you’re allowing resources to be more easily accessed so your employees can do the best work possible.

The Role of Enterprise Document Scanning in Digital Transformation

February 16, 2021 | 5:01 am
Written by: Brandon Harris

Digital transformation is one of the hottest buzzwords in the business world today. And with the powerful benefits, it can offer, that’s not surprising.

With the help of digital transformation, companies can enjoy a massive boost in productivity, increased security, more convenience for their employees, and automation of processes that would eat up a lot of the team’s time.

And a key part of any successful digital transformation is going paperless. Storing and managing paper documents is no longer viable for mid-sized and enterprise companies in the 21st century, as the sheer amount of paper all but guarantees that the process would be highly inefficient.

But what is the exact role of document conversion services in digital transformation for enterprises? And why is it important?

Let’s explore below.

Document Storage Helps Reduce Costs

One of the most convincing arguments for switching to a digital enterprise document management system is the ability to reduce the need for storage and everything that comes with it.

Digital transformation has a lot to do with streamlining processes and figuring out more effective ways to do things. Having thousands upon thousands of documents sitting in a storage room or entire wing of your office just doesn’t align with the philosophy.

The cost of maintaining the storage facilities is simply too high and is kind of a bottomless sinkhole that keeps sucking resources month after month.

Meanwhile, once you use document conversion services and get your documents digitized, you can switch to a digital system, where your employees can instantly retrieve any document they need from any device they might be using.

Digital Documents Are More Secure

One of the biggest advantages of a digital transformation is having more control over how sensitive information and vital documents are accessed, shared, or edited.

It provides many options for tracking who accesses the documents, how they are handled, and how they are edited. This minimizes the chances of records getting lost or misplaced, especially if you use a robust enterprise document management system.

What’s more, digital documents are much harder to get to by unauthorized parties. Today’s document management solutions come with advanced security features that make gaining access without proper authorization a difficult challenge.

Going Paperless is Essential for Employee Productivity

Finally, the reason why document scanning goes hand in hand with digital transformation is that having the documents in a digital form is essential for implementing other parts of the transformation process.

If you want your team to collaborate more using modern digital tools, you need them to have access to vital documents they use every day.

And as you can imagine, having to continually scan and print documents is not a viable solution.

By digitizing your records, you will provide your team with the tools they need to accomplish tasks quicker, better, and more confidently.

Sure, document scanning at the enterprise level is a big commitment, but the benefits you can reap from it are hard to ignore, even more so because a digital transformation wouldn’t even be possible without it.

How to Successfully Get Started with Document Management and Scanning?

January 26, 2021 | 4:45 am
Written by: Brandon Harris

Going paperless is one of the biggest trends in today’s business world. Fueled by the need for companies to become more environmentally conscious, it’s the logical next step in reducing the carbon footprint and becoming more eco-friendly.

However, when you’ve used paper documents for decades, making the switch isn’t easy.

Scanning the documents is one thing, but you also have to figure out how to set up an effective document management system for all of the digital records.

You will also need to determine if you’ll take on the project yourself or whether it makes more sense to outsource the process to a bulk document scanning services provider.

With that in mind, let’s look at some of the most important aspects of the entire process.

Figure Out the Scope of the Project

Before you take on the task of digitizing your documents, you will need to figure out exactly what you’ll need to scan. Doing an inventory of your current document storage will help you get a better idea of how big the project might be and how to best approach it.

For instance, if you don’t have a large document storage facility, you might be able to get by with doing the scanning yourself. However, most offices have thousands upon thousands of documents, taking the time and effort required not worth the investment in equipment and labour. Therefore, hiring a professional document scanning company is usually the best option.

Choose the Right Scanning Company

Now that we’ve determined that opting for professional services is the smart choice, we need to look at how to choose the right bulk document scanning services provider for your needs.

For one thing, there are many companies that offer scanning services, but not all of them are suitable for the needs of every business.

You’ll want to find a company with the right equipment, the human resources, and the expertise to handle large scanning projects quickly and effectively. While there are many companies that scan standard paper documents, not all companies have the equipment to scan other document formats such as blueprints, maps, microfilm, microfiche, photographs, etc.

Security is also an important factor to consider. Make sure the company you choose has security measures and procedures in place to effectively handle sensitive materials according to applicable regulations. For example, medical records need to be processed and handled in a manner that is HIPAA compliant.

You might even want to consider a provider that can perform the entire scan on-site, bringing their own equipment, and minimizing the disruption to your day-to-day operations.

Consult About the Best Document Management System

One of the biggest perks of hiring a professional document scanning company is the know-how they can bring to the table.

Instead of having to figure everything out on your own, you can rely on their guidance to ensure that the process goes smoothly and that the digital documents are more convenient than the old way of using paper.

For instance, your large format scanning service might be able to help you pick the best document management solution for your needs.

What’s more, they can also help you set everything up, offering an effective system for tagging and sorting the documents so that your employees can access them in a few seconds.

One of the biggest advantages of going digital is having the opportunity to retrieve any document in seconds, so make sure you choose a solution that can allow you to take advantage of what today’s technology can offer.

3 Important Aspects to Consider Before Choosing a Document Management Solution

August 29, 2019 | 10:49 am
Written by: Brandon Harris

Almost every office is full of files and folders that demand maintenance on daily basis. Many companies are working to create a paperless working environment to reduce the hassle of managing massive amounts of paper files.

A document management system is specialized software that manages, stores and tracks electronic documents throughout an organization. A good document management system will also feature document workflow software, which gives you the ability to automate tasks and manual processes. Tasks in a workflow may include approvals, onboarding, distributing documents or forms, adding information or transferring data.

If you are looking for ways to introduce a paperless culture in your office, then here are three things you need to consider before choosing a document management solution:

Integration of Document Management Solution

If you want your productivity levels to increase and your ROI to be strong, then you should invest in a document management system, which is integrated with an Enterprise Resource Planning (ERP).

Here you need to understand that there are different types of integrations available. The most common one is the synchronization of Enterprise Resource Planning (ERP) and document management solutions. This way, you can easily view documents and index them using the application.

If you want to streamline the process, do not install a system that requires you to do indexing manually. This kind of software does not provide you the option to digitize documents beforehand.

Three important things that you need to consider are:

Is it actually helping you in streamlining the process? (Most software only let you file your documents after the procedure is complete)
Will you be able to index the documents automatically so that you can retrieve then in the future?
Will you be able to easily and quickly access your documents?

Scalability

The document management solution proves to be beneficial in the long run only if it is scalable and extensible. It is important that the system that you choose grows with your organization. This growth is not only related to document management but also to the number of users your system can support.

A good document management solution allows you to buy the functionality that you need at the moment and to expand it later when your usage of software increases.

Specifications of the Software

The last and most important step is to know everything that you need for document management solution. Here are a few things to check before you invest in a document management solution:

Your DMS must be able to recognize all file formats
Your DMS should automatically recognize Metadata
Your DMS can easily link all business processes to your records

In all 3 cases, you need to determine which documents need to be saved and which need to be archived. A good document management solution will provide immediate access to data and improve overall efficiency of your company.

3 Essential Things to Keep in Mind Before Choosing a Document Scanning Service

February 18, 2019 | 8:25 am
Written by: Brandon Harris

When you’re in a hurry, it’s only natural to pick the first option that shows up. This is true even when you’re looking for professional document scanning solutions. Many people don’t understand the fine details and possible complications until they start working with one. By that time, they’ve already exposed themselves and could be at risk for trouble.

Don’t think that picking the right professional for document scanning services needs to be given much thought? Think again. To make your task easier, we’re listing down some of the most essential things you need to keep in mind before you choose a document scanning company.

1. Privacy Concerns

Always make sure that the professionals you are working with respect your privacy and confidentiality concerns. This is especially important when you’re getting documents with sensitive information scanned. These can include official records, employee records and even consumer data. Theft, misplacement and accidental vandalization of the document could cause you a huge loss.

Make sure that the document scanning service you are working with not only understands your privacy concerns but also has measures in place to only give access to authorized users. If unauthorized parties get private information, or if that information is lost, it could mean serious legal problems and fees for your business. The good news here is that reputable scanning service providers understand this aspect and also limit access to sensitive information.

Be sure to find out what security policies the document scanning company you are considering has in place. Features to look out for include video surveillance, traceable keycards for employees and sign-in sheets for visitors, employee background checks, compliance certifications and valuable records insurance coverage to name a few.

2. Scanning Technology Available

Different types of document formats may require various specialized scanning equipment. Pages up to 11” x 17” can be scanned on high speed paper scanners, but blueprints or engineering drawings larger than that need to be scanned on large format or wide body scanners. Microfilm scanning requires a microfilm scanner, photo scanning requires a photo scanner, aperture card scanning requires an aperture card scanner, etc.

If you have various types of document formats, you’ll want to choose a document scanning company that has the necessary equipment and experience to suit all of your digital conversion needs. Having one company perform the scanning of your entire project as opposed to 2 or 3 will be much more convenient and will generally result in better consistency and integration with your document management system.

3. Reputation and Capabilities

When getting document scanning solutions, another thing you need to consider is the overall capability of those professionals. When looking for document scanning solutions, it’s recommended to choose a vendor with a good reputation and capabilities to meet your project’s needs. Past experience is generally a good indicator of future performance. If you have 500 boxes of financial records, for example, make sure the document scanning company you choose has successfully completed similarly sized projects for organizations within your industry, and in accordance with regulatory compliance. Checking references and testimonials is always a good practice.

Another good way to gauge a company’s capabilities is to have them do a scanning sample for you. Be sure to check the scanned images for legibility and clarity. Also, make sure the folder structure and indexing requirements are correct. If you plan on using the files in an electronic document management system, ensure that the images and index data are formatted correctly for compatibility within your system.

Paying attention to the above points could mean the difference between a successful conversion or a disaster when it comes to outsourcing document scanning services.

Best Practices for Confidential Document Shredding and Secure Disposal

October 23, 2018 | 9:41 am
Written by: Brandon Harris

While destroying documents that are no longer needed may not seem like the most pressing issue for a business, serious repercussions await if it isn’t given the attention that it needs. Without a reliable process for destroying documents, your business is all but guaranteed to become over cluttered with old records, which can disrupt the day-to-day workflow.

What’s more, not having a process for getting rid of documents that contain sensitive information can leave your company in danger of running into legal problems or losing critical information to the competitors.

So, what can you do to make sure that your document shredding process is up to par with the best practices in the industry?

Well, to get you started, here are a few things that you can implement.

Have a Clear Process

The process of document shredding may seem pretty straightforward – you just shred the documents that are no longer needed and dispose of the pieces of paper, right?

Well, in practice it’s a bit more complicated than that.

When you have to deal with hundreds or even thousands of documents on a regular basis, you need an established system for ensuring that all the materials that need to be destroyed go through the shredder and not one piece of sensitive data gets lost.

You should establish a regular shredding schedule and should strongly consider implementing a shred-all policy which ensures that every document that’s no longer in use get destroyed.

Make Sure You Do it Securely

Security is a major concern when shredding documents – while the main goal is disposing of the excess paper documents, you still need to ensure that the information contained in those documents doesn’t fall in the wrong hands.

Once the documents are shredded, they must be disposed of in a way that ensures that no documents (or even pieces of documents) will fall in the wrong hands.

Today, simply throwing the paper pieces in the recycling bin is not enough, so to guarantee that the documents are not used for ill purposes, you should know exactly where the disposed of documents go when they leave your facility.

Find a Professional Shredding Services Provider

As you’ve probably gathered, document shredding is much more complicated than it may seem initially, so if you want to be sure that your document shredding goes smoothly, it’s a good idea to find someone who specializes in document management.

Hiring a document shredding services provider can help you get ahead of any potential issues and develop a document shredding process that’s secure as well as efficient.

A competent and experienced document shredding services provider will not only be able to ensure that your shredded documents are handled with care, but can help you establish more eco-friendly practices that minimize the waste that your office produces.

And if you find a document scanning company that can take over your document management, they can also help you digitize the documents that you want to preserve and help you reduce your storage needs, developing a more efficient strategy for handling your records in the process.