Recordsforce Blog

Why Should I Hire A Document Scanning Expert?

Posted by Recordsforce on Mar 11, 2021 1:45:43 PM

We’ve all been there — starting a project, unsure if we should do it ourselves or hire an expert to get the job done. Before starting any project, it’s always important to estimate how much time and resources you need to complete the job. When it comes to scanning and digitizing your documents, it can be more difficult than you think to estimate how long it will take. Figuring out how many documents you actually have, and the state of your documents can drastically affect the pace of your project.

For example, take a look at the image below. On the left is a fresh stack of 100 $1 bills from a cash register and on the right is 100 $1 used bills. As you can see from this example, there could be a large discrepancy in how many documents you think you actually have. This is partly why estimating how long your project could take can be so difficult.

Whether your documents are like the stack on the left or the stack on the right, experts in the document scanning field would know how to properly quote you on your scanning estimate and how to deal with the “wrinkles” in the scanning process. Document scanning experts have the right equipment and personnel to handle any situation.

From prepping and scanning to indexing and storing your documents, there is a lot of equipment and steps required to get the job done. Using trained and experienced staff to handle your project will allow it to start and end faster than you even deciding on a training process for your own employees. Not to mention, document scanning experts will do it at the highest level of quality.

Along with saving time and money by using document scanning experts, you’re also ensuring your important documents stay safe and secure. Since federal and state laws require all organizations to protect confidential and personal information, letting a non-authorized employee scan your documents could expose your company to a huge risk. Scanning experts, like Recordsforce, have strict safety and security protocols in place to protect your documents. For instance, Recordsforce is HIPAA compliant, FDA 21 CFR Part 11 compliant, and also obtains the SAS-70 and SSAE-18 Service Organization Controls Report Certification. This means that our systems have achieved a high level of security to safeguard your data and information. 

Furthermore, what do you do with all of your documents once you’ve digitized them? Processing large amounts of data requires technical expertise, especially if you plan to use databases or cloud-hosted systems. Document scanning experts, like Recordsforce, can upload your data and images into a document management system for you. A system like Recordsforce Cloud is a simple, web-based software that you can use to create, store, search, retrieve and manage your documents quickly and easily. From moving your documents through an automatic workflow, to creating electronic forms to allow internal and external capture and sharing of information, your process would be covered from beginning to end. 

With thousands of scanning projects under our belts, Recordsforce can make your unique project a success. Eliminate paper processing from your business today by calling (603) 766-8000 or by visiting www.recordsforce.com.

Topics: #Scanning, #Digitization, Organization, Automate, Outsourcing