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What to Ask before Scanning Your Documents

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A blue button with the words Ask Questions on itConverting paper documents to digital images is a great way to save money and improve productivity for your business. But before you hire a document scanning company, it’s important to ask the right questions. In this blog, we offer a list of questions to ask your potential scanning provider.

Q: Do I need to prepare my documents before they’re scanned?

A: A qualified scanning provider will offer a turnkey solution for digitizing your documents that begins with document preparation. Scanning technicians can remove the staples, sticky notes and paper clips from your files, and organize and index them for you—so you can stay focused on your core responsibilities. However, most providers will offer the option for the customer to prep their own documents to cut down on costs.

Q: How do I verify my documents are scanned and readable?

A: When setting up a new project with a scanning provider, most companies provide a few different color/resolution options using samples from the customer’s project as reference to help choose the best setting. Stringent quality control checks are performed throughout the imaging and conversion process. If the resolution of a file is not up to standard, it’s re-scanned at once. You can review your digital images before your project is finalized.

Q: Should I scan every document?

A: It’s not cost-effective to digitize every document, especially inactive and archival records. Ask your scanning provider if they offer a Scan on Demand solution that allows you to store those records offsite and scan them when they’re needed. 

Q: My documents are highly confidential. How can I be sure they stay secure during scanning?

A: Some scanning providers outsource imaging and conversion to third-party companies. That’s why it’s important to partner with a locally owned scanning company who uses their own screened scanning technicians and secure scanning facilities. That way you’re certain your confidential documents are scanned and handled by professionals who follow a strict chain of custody process at all times. 

Q: Do you use Optical Character Recognition software?

A: Optical Character Recognition (OCR) software converts your scanned image to fully searchable text, allowing you to search within your digital files by typing keywords or phrases.

Q: Is there a minimum or maximum volume of documents I can scan?

A: Whether you have only a few files or hundreds of boxes of records, you should be able to digitize them quickly and cost-effectively. Look for a document scanning provider that offers a solution for both large and small scanning projects.

Now that you have the answers to these document scanning questions, you’ll be able to make an informed decision about a document scanning provider. You’ll be saving money and improving productivity in no time!

CI Information Management services Tri Cities, the Yakima Valley, Walla Walla, Hermiston, OR, Moses Lake, Wenatchee, and nearly everywhere in between. If you have a document scanning question not answered here, please give us a call at 509-586-6090 or complete our contact us form, and we’ll be happy to answer it for you.