How to Select the Best Document Scanning Method

How to Select the Best Document Scanning Method

Choosing the best professional document scanning services for your company is essential. Document scanning experts offer a wide range of services.

Even if having simple images of your paperwork suffices for your company, a scanning service provider will probably give you access to other options that will greatly simplify your life. Therefore, it’s crucial to educate yourself on the many scanning services offered so you can make the best choice.

Are you unsure which scanning service to choose? Here are the best choices to think about:

1. Bulk Scanning

Documents can be scanned in bulk to save time and money. High-quality scanners can process vast numbers of documents at once as opposed to accepting single pages and processing each file separately. It is the quickest method for any firm to go paperless.

If you have years’ worth of physical records, bulk scanning is the service for you. Professionals who offer bulk document scanning can complete the duties in a few days. You may rapidly and economically convert your mountain of paper documents into a centralized digital archive by using this service.

2. Services for scanning HR documents

The human resources division frequently maintains stacks of documents containing private data about potential applicants, current employees, and former employees.

It is critical to use HR document scanning services that use OCR to turn your paper documents into searchable PDF files and that include bookmarks to make it simple to switch between different sections of each file while digitizing. To index files, you can use information such as employee names, account numbers, dates, and other crucial details. You can do this to quickly find the precise information you need.

Documents related to identification, employment contracts, pension and retirement plans, insurance, medical histories, resumes, etc., are some HR materials you might want to scan. Keep in mind that all of these records are private, so pick a trustworthy scanning business.

3. Services for Large Format Scanning

You will require a large format document scanning service if you have blueprints, posters, maps, engineering or architectural designs, or any other sizeable document. It covers scanning of maps, CAD drawings, survey drawings, enlarged photos, architectural drawings, engineering drawings, and more.

Enormous format scanning services will portray large things in high-quality photos. For your papers, you can choose the output color or black-and-white and the desired resolution, file type, and file size.

4. Services for scanning microfilm and microfiche

Businesses used to routinely save their data on microfilm and tapes in the past. The ability to retrieve, access, distribute, and save digital content has improved because to technology. Obsolete film can be converted to digital files by qualified scanners.

No matter how much film-based media you have, expert scanners can affordably and accurately capture digital images of the highest quality with exact index information. Look for a service that possesses knowledge, specialized tools, and tested microfilming and document imaging procedures.

5. Services for Document Management

You might want to think about document management in addition to scanning requirements while digitizing your company. How do you intend to manage the scanned papers you have? Enterprise document management and small business cloud-based document management can help with this.

A good document management solution will benefit your company in a number of ways. For instance, cloud hosting does away with the need for expensive servers and computer storage. It also includes maintenance and guarantees on-going servicing. You don’t have to buy the equipment yourself, and the monthly fee for cloud hosting is equally reasonable.

Increased security is another advantage. A document management system’s main goal is to keep an eye on safety. With the use of encryption key technologies, security can be increased. You may access your documents from any Internet-connected device, including your smartphone, after they are stored in the cloud.

You may also search for keywords across a document or add tags to papers to make it easier to find specific sections. Tools for configuration, mobile solutions, and predictive analytics may all be part of enterprise document management. All of this and more is possible with document management software!

6. A service for remote and on-site scanning

Document scanning is often done at the scanning vendor’s location. Make sure to inquire about the security precautions they have in place to guarantee the safety of your records. If your documents need to be protected at the highest degree, you can ask for on-site scanning.

The risk of losing or misplacing files during transport is decreased with on-site scanning, and a worker can watch the process for security reasons. On the other hand, despite the fact that this service is frequently more expensive, it will give you complete piece of mind.

If you want to go digital, scanning documents is a fantastic alternative. To achieve a successful digitalization, it is crucial to select the correct scanning services.

Your professional document scanning and management needs can be met entirely by us. In addition to document imaging and scanning, we also provide bulk scanning, big format scanning, slide and negative scanning, microfilm and microfiche scanning, and book scanning.

Request an estimate on our website or by calling 860-627-5800 to learn more. Our experts will ask you a few questions to better understand your requirements, after which they will tell you exactly what to expect from start to finish, including the cost.