Document imaging is definitely one of the powerful options available for storing information safely. Any business seeking to save on space and money should consider this technology as it also helps enhance security against information theft and document destruction.
When choosing the right document imaging system, it will be good to make a few considerations as this will be the only way you can make the right decision. As with every other technology you introduce to your business, this also needs to be carefully researched and well thought-out if your business is to reap the benefits.
Finding the right system will proof beneficial to everyone in your organization while saving you time thus increasing productivity. Time spent trying to create storage space in the cabinets will be a thing of the past while CFOs will be able to do document audit virtually without occupying office space.
So, how do you find the right document imaging system that works well for your business? Here are some tips to help you do this:-
What are your Needs?
Do you need full document management services or are you just interested in document scanning services only? Answering this question will help you choose a company that offers you what you need. Some document imaging service providers specialize with document scanning only while others will offer you a number of services including the conversion of documents into CAD files. Note your business requirements and choose a company that meets them.
Where will you CAD Documents be Scanned?
Based on the sensitivity of your documents, you may need to understand where the service provider will be scanning your documents from. Some companies offer on-site document scanning while others do so from their premises. It would be good to have your documents scanned on-site if they contain sensitive information. If the information isn’t sensitive, then you can opt for one that offers scanning services in their premises. A company that offers both is better.
What is the Guaranteed Security level for your Documents?
Your documents’ security is very important whether they contain sensitive information or not. This is always a major factor to consider when choosing a document imaging company. A company that works with technicians who have security clearances will be better. Additionally, find out what the company does to guarantee your document security.
How much will it Cost?
With your document security guaranteed and other factors considered, you can think of the cost. Compare prices from different firms which meet the other requirements. Additionally, it will be good to pick the best prices offered by companies with multiple document imaging locations especially for document consolidation from different locations. However, you shouldn’t compromise on quality for low prices. Go for value over the cost.
Always take your time to research and talk to different providers. This way, you will be able to choose the best document imaging services for your business.