Choosing a Document Scanning Services Contractor

If your business plans to outsource your document scanning requirements, you’ll want to make sure you hire the right contractor for your business. This article outlines some of the important factors to consider and will give you an idea of ​​the right questions to ask.

Scanning Services Required

First, you’ll need to determine what services you really need: do you need just scanning and indexing services or a complete document management solution?

Do you need practical help or just some advice and advice?

Security

When it comes to documents, security is likely to be a key consideration for your business. Find out about a contractor’s security arrangements and how documents containing sensitive data will be handled. In some circumstances, contractors will need to be registered with the Data Protection Agency; ask about this too if you handle personal data.

Documents that need to be transferred to a contractor must be transferred via a secure courier service and all personnel handling sensitive documents must be checked by the police.

Ability

Don’t assume that all document scanning companies can meet your requirements. Ask them how long they have been established. Who have they worked for? In which sectors do they have experience?

It may be a good idea to request evidence and case studies of when a document scanning company has worked with another client with similar requirements to yours.

Businesses must also be ISO 9001 accredited and have a wide range of equipment to handle all types of documents and sizes.

software and support

Some contractors are tied to third-party providers and may not be well placed to offer you the widest selection of solutions for your scanning needs.

Independent companies can choose from everything that is available on the market to find the best solution for you.

Key questions to ask

These questions are a good start to help you choose the best scanning service contractor for you:

1. What relevant experience would your ideal contractor have?
2. Are there any key security issues that need to be considered?
3. What ongoing support do you need?
4. Once all your core files have been scanned, will you continue to maintain the scanning in-house or will you need a contractor for this?
5. Do your documents include personal data?
6. What kind of documents can the contractor handle?
7. What kind of equipment do you have available?