Document scanning involves scanning paper documents and converting them into digital format. Today, many businesses are scanning documents with the support of document scanning services to cut costs, reduce storage space, increase productivity, and improve access to information. However, many companies are still unwilling to scan their paper documents. This hesitation is caused by several common myths and misconceptions associated with document scanning. It is important therefore to debunk some of these common false beliefs.
MYTH 1: Document scanning is a time-consuming task
This may be true when done in-house. In fact, document scanning could consume a lot of time and resources of the company. The staff has to spend a lot of time scanning each page of the document and the business owner has to spend a ton of money on equipment, and finally the company may not even have readable or searchable image files.
Outsourcing document scanning tasks to an experienced document scanning company helps organizations save time and money. With a team of trained professionals, the outsourcing firm can handle the entire scanning process, including preparing the documents for optimal scanning, exporting your image files to digital media or a document management application. This helps your business to go paperless.
MYTH 2: Document scanning is expensive
When you scan your documents in-house, expenses can add up quickly. Good scanning equipment and the right software can cost you thousands of dollars and training your staff to digitize information also takes time and money.
On the other hand, outsourcing document scanning tasks is less expensive compared to a do-it-yourself approach. The right provider analyzes your workflow needs, and a document scanning solution can be tailored to suit your budget. With advanced equipment and high-end software, professional document scanning companies can transform your printed files into various formats such as TIFF, JPEG, GIF, PDF and others. This eliminates the need for you to buy document scanning equipment and software. One of the significant features of outsourcing is that it allows your employees to stay focused on generating revenue for your business.
MYTH 3: Document scanning is simple
There are several detail-oriented steps for ensuring a successful document scanning project. This requires trained personnel and specialized equipment, and processes such as document preparation, file indexing, data entry, image capture, optical character recognition (OCR) and quality control checks.
With a proficient document scanning service, this process can be made easy because they have all the tools you need to convert your documents to digital files.
MYTH 4: Document Scanning is not secure
In fact, it is easier to protect digital documents than hard copy records. Digital documents are less susceptible to fires, floods, and natural disasters. They can be encrypted, and stored securely in the cloud. Outsourcing document scanning tasks to a reliable document scanning firm helps protect your information from getting lost. As scanning service providers operate under a confidentiality agreement, the confidentiality and security of your documents can be ensured.
MYTH 5: Document scanning job is too big to handle
One of the major concerns businesses have regarding document scanning is that, scanning all of the records simply cannot be done, as there is too much to scan. Scan on demand solution of a document scanning company help digitize the documents only when you need them. They store your documents securely in their purpose-built facility and convert them to digital images when they are requested. The scanned documents are sent directly to your desktop or mobile device. This solution enables your business to:
- Minimize bulk document scanning costs
- Eliminate on-site file storage overhead costs
- Protect and preserve paper records
- Share information digitally
It is important that myths such as the above related to document scanning are debunked so that organizations can utilize document scanning services and enjoy the benefits offered.