Long term savings on outsourcing document scanning

If your company is prepared for a digital transition, the next choice is whether to outsource or manage document scanning internally. Doing everything yourself may seem more convenient at first, but it may quickly turn into a nightmare if you produce a lot of documents. Digital document scanning services can save your company money while assisting it in navigating the difficulties involved with document scanning. 

Here are five ways outsourcing document scanning can yield a return on your investment: 

Document scanning by a third party uses less office space 

In some industries, the typical worker might use on average 10,000 pages of paper (or four boxes) annually, a company with hundreds of employees can quickly accumulate a sizeable amount of paper. In only one year, a company with 200 people can produce 800 boxes of paperwork. Your company can have 4,000 boxes worth of records in five years that will need to be stored. 

You would be paying for office space that could be used more effectively if you kept these documents on-site. Why spend top money to store paper, especially if you reside in a commercial area with high rent? 

Additionally, a lot of room is consumed by items other than boxes and filing cabinets. You must set up dedicated scanner workstations whether you centralise the process or place smaller scanners in key locations around the business. 

Your documents can be converted into digital format by a bulk document scanning services provider, which not only frees up valuable storage but also improves staff productivity. 

Spend less on document scanning hardware 

You must make an investment in a high-performance, high-speed scanner that can handle big volumes, has an automated feed, and generates high-quality scans in order to meet your backfile or bulk document scanning needs. It can cost tens of thousands of dollars to purchase a scanner that can process at least 100 pages per minute and more than 25,000 pages per day. 

Your document scanner must be reliable as you’ll be using it regularly. If not, you’ll be spending money and time on maintenance rather than on crucial tasks. Even if you do decide to invest in a high-quality scanner, your business will still have to pay for someone to set it up, maintain it, and respond to employee enquiries on how to use it. 

By outsourcing document scanning, your company can avoid spending money on expensive scanning equipment, time-consuming upkeep, and annoying repairs. 

Your human resources staff will save time by outsourcing scanning 

If you scan internally, you’ll need to hire more staff or transfer these new jobs to existing personnel, which will divert people from more productive tasks. In addition to paying someone (including training them) to use the hardware and software, you also need personnel to organise the files, index and name them, develop a retrieval plan, and make sure they are destroyed securely. Digital document scanning needs a variety of skill sets. 

Within the constraints of governmental legislation and with consideration for data security and privacy, this work must be completed. Are there any members of your staff who are knowledgeable with compliance concerns as they relate to information management? Otherwise, you’ll probably need to hire a worker or expert to manage the security procedure. 

In addition to doing all the duties necessary to effectively scan your data, an outsourced document scanning business can offer advice on compliance issues and do so at a lesser cost than if you were to do it in-house. 

A secure and compliant document scanning business can avert steep penalties or legal action 

Data breaches may be a nightmare for public relations, and they can lead to legal action and hefty fines. It might be challenging to understand how each of the thousands of laws and regulations that exist to control how businesses should maintain their data actually pertains to your organisation. 

A chain of custody that can be audited must be followed throughout the whole document scanning process. This involves utilising scanning software that maintains consistency, has audit controls, and centralises your data in a safe environment. 

During the classification, retrieval, storage, and destruction phases of the process, you must also adhere to regulatory requirements. Companies that specialise in digital document scanning have mastered this procedure, so they can assist you in protecting your data and complying with legal requirements. 

With the use of document scanning services, increase productivity 

Only if a digital document scanning technology makes your company run more effectively will it boost your ROI. During the scanning process, files that are incorrectly or inadequately labelled may be misplaced or lost. This consumes time that could be better spent serving customers. A competent outsourced document scanning organisation should be able to create goods and services that boost productivity for your company. 

Although you can scan documents internally, it makes greater financial sense to outsource scanning services. It establishes a secure environment for your data, frees up important office space, doesn’t demand an investment in expensive machinery and labour, and leads to efficiencies. All of these elements have the potential to increase your company’s profitability and save costs.