How To Choose a Document Scanning Provider: Factors To Consider

Digital transformation continues to change the way businesses operate, making them more efficient and data driven. Managing a lot of physical paperwork has become obsolete.

In 2023, more than 90% of organizations around the globe had implemented cloud technologies and about a third of organizations worldwide had adopted generative AI. Taking these steps to move to digital helps your business stay relevant and efficient. 

One area of focus is how you digitize your business documents. It’s important to find the right document scanning partner so documents are high quality and doesn’t take much time to get them converted into a digital format. As with any business vendor, you want to work with a third-party scanner that will align with your goals and needs.

The following steps help you get started when searching for the right document scanning provider.

1. Define Your Needs

Not all businesses are created equal when it comes to digitizing. Start by figuring out the volume you need to scan, the timeline you’re working with, and the types of documents you’re scanning — for example, contracts, blueprints, or invoices. Do you need one-time scanning services or ongoing support? How sensitive is the information on the documents? How much work do you envision for the project?

Understanding your needs will help you align with the right provider.

2. Assess Security and Compliance

When you start looking at providers, make sure they have robust measures in place to secure your documents, including storage solutions and data encryption. They also need to follow any industry regulations that apply to your business, such as the General Data Protection Regulation (GDPR) or the Health Insurance Portability and Accountability Act (HIPAA). 

Ask about confidentiality agreements and how the provider stores and handles files. You want your information to be protected throughout the process.

3. Prioritize Quality and Accuracy

When you scan a sample or view past projects from a provider, consider the resolution and quality of the documents. Is it sufficient for your needs? Does the digital document have the same value as the physical version?

Also, look for optical character recognition (OCR) capabilities so you know text recognition will be accurate and not full of errors that will take time to correct.

4. Evaluate Technology Compatibility

Whatever format your scanned documents come in, make sure it aligns with your existing tools and systems. Ask providers about formats upfront. Consider going with a provider that provides indexing and metadata tagging, if applicable, for easier document retrieval.

5. Inquire About Turnaround Time

When you define your needs, figure out exactly when you need your project completed. Ask the provider about its average turnaround time for scanning projects. Can you make that work? Does the provider charge for a faster turnaround? 

Ask about flexibility options in the event you need a larger or more urgent scanning project. The service should also be to scale up as your volume grows. 

6. Evaluate Cost

Your document scanning provider should be transparent about its costs and pricing structure. You don’t want to waste time as you later discover that the cost isn’t the right fit for your budget. 

Keep in mind that the lowest price often won’t bring you the best results. You need to balance the cost of the service with the quality of the scanned deliverables. And always watch for hidden fees that could come up later.

7. Consider Reputation and Experience

It’s also important to assess past projects from the provider. Check for its industry experience, including how long it's been in business. Read reviews and testimonials, if available. 

Ask the provider to see case studies so you more fully understand how its services have translated to other businesses in the past. This helps you confirm its expertise and legitimacy. It’s a plus if the provider has experience in your given industry.

8. Evaluate Customer Support

Customer service will play a key role in the document scanning provider you choose — especially if you’re hoping to have a longer-term relationship for ongoing scanning. Ask the company if it offers reliable customer support. Depending on your needs, you may need the provider to train your team on digital processes, too. 

The goal should be to find a provider that delivers ongoing support and maintenance should any scanning issues arise.

Why You Need the Right Document Scanning Provider

Documents are an important business asset, whether you’re handling contracts, financial documents, client forms, or health records. When you’re taking on a scanning project, you need a provider that will align with your digital transformation goals and provide the right technology and security solutions.

Streamline document management with Standley Systems. Our team serves small to medium-sized businesses in Oklahoma and North Texas, ensuring you receive the highest quality print, IT, or document management services to meet your needs.

Reach out to Standley Systems to get started today.