In today’s podcast, Julie Clements, our Chief Solution Manager will discuss about the five key myths and its facts related to document scanning.
Document scanning involves scanning paper documents and converting them into digital format. So today, many businesses are scanning documents with the support of document scanning services to cut costs, also 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.
So, here we go.
There is no. 1. Document scanning is a time-consuming task.
This may be true when it’s 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 scanning company helps organizations save time and money and 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.
So, that’s with no.1.
No. 2 is Document scanning is expensivennWhen you scan your documents in-house, expenses due, they 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.
And now let’s move on to no.3
Document scanning is simplennThere 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.
So, myth no. 4: Document Scanning is not securennIn 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.
And the last myth
Myth no. 5: Document scanning job is too big to handlennOne of the major concerns businesses have regarding document scanning is that, scanning all the records simply cannot be done, as there is too much to scan. Scan on demand solution of a document scanning company can 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:n
- Minimize bulk document scanning costs
- Eliminate on-site file storage overhead costs
- Protect and preserve your paper records and the last
- To share information digitally
nIt 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.nnTo learn more about this, you can visit our website at www.managedoutsource.com.