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NEWS & INFORMATION - Article Detail
Document Scanning - Why OUTSOURCING is the Better Option
11/27/2013
Key Factors: Technology, Staffing, Security, & Cost
Since managing and organizing client and employee records is a vital mission for all companies, many are considering scanning this important information. The process begins by considering the alternatives of either outsourcing the document scanning effort, or performing the activity with in-house staff. In either case, the objectives of your records management strategy should be:
· To ensure the accessibility and legibility of all documents that you need or are required to save
· To ensure your business and employees are operating as efficiently as possible
· Save space and save money
Planet Shred Records Management is committed to helping you achieve these objectives by identifying the solution that best meets your needs.
Why outsource?
When confronted with the need to scan your records, either as a one-time project or as an on-going business practice, you need to consider the following items that impact cost, accuracy, and security:
· How complex are the requirements for indexing, grouping, labeling, etc?
· What are the job requirements that may increase/decrease the speed of scanning?
o Double sided pages, different size pages
o Color, paper quality/age, post-it notes, photographs
o Removal of paper clips, staples, folders, binding, etc
o Optical Character Recognition to aid searching
· Scanner Technology – Is it the latest technology? Scanning Software – is it the latest software?
· Can employees accurately scan documents & be entrusted with the confidential nature of documents?
Why Planet Shred
We take care of the following so you don’t have to:
· Technology: We have the latest scanning hardware and software to meet your document scanning requirements while delivering quick and accurate results. In addition, we’re prepared to quickly react and invest as current technologies get upgraded and enhanced (which happens very quickly).
· Staffing: We have trained specialists and quality check-points built into our process to ensure your documents are completely and accurately scanned per your requirements. Therefore, you don’t have to hire staff to cope with every kind of requirement and/or train them to ensure efficient and accurate output. Your staff can be focused on their core responsibilities of delivering services to your customers.
· Security: Most data thefts are done by internal staff, so you must take special care of data confidentiality if you choose to do your scanning in-house. Also, you might have documents containing HR and Payroll information that should not even be viewed by trusted employees assigned to scanning activities (who are often lower level administrative staff). Planet Shred has a fully secure facility (24/7 alarm monitoring and video surveillance), and our staff members have passed stringent 3rd party background screening and have signed formal confidentiality agreements. In addition, while many scanning firms outsource the shredding of scanned documents, our team performs both scanning and shredding at our secure facility.
· Cost: When performing or considering in-house scanning, there are capital costs such as the purchase of scanners, computers, and other related equipment, as well as operational costs like salary, software applications/licenses, maintenance, etc. By outsourcing document scanning, you simply pay for the scanned documents and any other optional services that you choose. Based on the complexity of the job, price per page can begin at $0.05. A standard size storage box (12”x10”x15”) on average holds 2,500 sheets of paper.
So if you're looking to have a paperless office, give Planet Shred a call so we can review you specific needs and present a solution that best meets all of your records management requirements.
