Identifying the right professional document scanning services for your business is perhaps the most crucial of digitization. Despite common perception, a wide variety of services are available from document scanning pros.
Even if it’s sufficient for your business to have simple photos of your files, a scanning service provider will likely supply you with other features that will make your life much easier. Therefore, learning about different scanning services available for businesses is vital to ensure you choose the right one.
Scanning Services for Businesses
Wondering which scanning service to opt for? Here are the top options to consider.
1. Bulk Scanning Services
Bulk scanning of documents can save time and resources. Instead of feeding single pages into a scanner and managing each file separately, high-quality scanners can simultaneously process enormous volumes of documents. It is the fastest way to go paperless in any organization.
Bulk scanning is the right service for you if you have years of physical records. Scanning professionals offering bulk scanning of documents can handle the tasks in a matter of days. Using this service, you can quickly and affordably transform your mountain of paper files into a centralized digital archive.
2. HR Document Scanning Services
The human resources department often has stacks of files containing sensitive information about current and former employees and applicants.
When digitizing, it is crucial to seek HR document scanning services that employ OCR to convert your paper documents into searchable PDF files and add bookmarks to let you easily navigate between different sections of each file. Employee names, account numbers, dates, and other essential information can all be used to index files. This will allow you to locate the specific information you require in seconds.
Some HR materials you may want to scan include identification documents, employment agreements, pension & retirement documents, insurance, medical history, resumes, etc. Remember, all these documents are confidential so make sure you choose a reliable scanning company.
3. Large Format Scanning Services
If you have maps, engineering or architectural plans, blueprints, posters, or any other large document, you will need a large format document scanning service. It includes map scanning, architectural drawing scanning, engineering drawing scanning, survey scanning, CAD drawing scanning, oversized photo scanning, and more.
Large objects will be rendered in high-quality photographs via large format scanning services. You can select the desired resolution, file type, file size, and color or black-and-white output for your documents.
4. Microfilm and Microfiche Scanning Services
In the past, businesses frequently stored their data on microfilm and tapes. Technological improvements make it easier to retrieve, access, distribute, and save digital material. Professional scanners can convert obsolete film to digital files.
No matter how much film-based media you possess, professional scanners can capture digital photos of the best quality with exact index information at a reasonable cost. Seek a service with expertise, specialized equipment, and proven microfilm & document imaging processes.
5. Document Management Services
When digitizing your business, you may want to consider document management in addition to scanning needs. How do you plan on managing your scanned documents? This is where enterprise document management and cloud-based document management for small businesses come in!
Choosing the right document management solution will provide several benefits for your business. For example, cloud hosting eliminates the need to pay for pricey servers and computer storage space. It also covers maintenance and ensures continuous service. The monthly rate for cloud hosting is also affordable, and you do not have to purchase the equipment yourself.
Another benefit is increased security. The primary objective of a document management system is to monitor safety. You can maximize security with encryption key technologies. Once your documents are stored in the cloud, you may access them from any Internet-connected device, including your mobile phone.
You may also add tags to papers to locate certain portions more quickly or search the entire document for keywords. Enterprise document management may include predictive analytic tools, configuration tools, mobile solutions, etc. A document management service can do all this and more!
6. On-Site and Remote Scanning Service
Typically, document scanning is performed at the scanning vendor’s facility. Be sure to ask about the security measures they have in place to ensure your records are safe. You can request on-site scanning if your papers require the highest level of protection.
With on-site scanning, the risk of misplacing or losing files during transport is reduced, and an employee can observe the procedure for security purposes. On the flip side, this service is often more expensive, but it will provide you with complete peace of mind.
Find the Best Scanning Services at Smooth Solutions!
Scanning documents is a great option if you’re looking to go digital. However, choosing the right scanning services is essential to ensure successful digitalization.
Smooth Solutions is the one-stop shop for all your professional document scanning and management needs. We offer document imaging and scanning, book scanning, microfilm, and microfiche scanning, large format scanning, slides, negative scanning, bulk scanning, and more.
Our experienced and reliable team also provides on-site scanning services for our clients. Reach out today to learn more about our services and receive a free quote.