How to Choose a Document Scanning Service

The goal of a paperless office is ever nearer, especially when you make use of new technology to achieve the paperless aims. Whether you want to replace all your files with online documents or you have a set of receipts or reports that you want saved on your firm’s computer system, document scanning is the way to do it. But scanning paper documents and converting them into electronic files is time-consuming and can be difficult. Fortunately, there are ways around this problem. In particular, using a document scanning service means you don’t have to do the work yourself. There are also other benefits to using a scanning service, whether you have a mountain of paperwork or a few key files. Benefits include being able to access the latest technology to produce flawless images without having to spend money upgrading your systems, and having the documents completed in a shorter time frame than you could manage in-house. In general, the benefits of having documents scanned electronically include being able to access your documents within seconds right from your office chair – you don’t have to go down to the storeroom, look in the filing system, retrieve the file, and then return to your desk. The files are right there in front of you. This electronic storage also cuts down on the costs involved in physical storage.

When choosing a company to scan your files, think about the following issues in order to make sure you are working with the right people. For example, ask how the documents will be transported to the scanning location. Some companies require you to transport the documents yourself, and others will collect the documents and take them in a secure vehicle to the scanning location. In addition to this service, you may want to be able to scan your own documents from your own offices – choose a flexible service that allows for both tasks. Other helpful additions to the service include the secure disposal of paper documents once they have been scanned. (Did you consider how you are going to deal with the paper once you have converted the information into digital format?)

Some other services to consider include same-day scanning of new documents. You can make use of this service to add information and documents to the online store as and when they come in. Text reproduction is also useful – technology exists to automatically extract certain information from paper files without having to do so manually. An indexing service is essential if you have a large amount of complex paperwork. And an online host means your information is accessible wherever you are in the world. Check the prices and features of different services to find the right provider – for example, take a look at www.shredall.co.uk/ for more information and different ways to scan and store your documentation.

Louise Carr is a freelance writer. She writes for blogs and websites on business, technology, and security issues, including services like www.shredall.co.uk/.

Louise Carr writes for home and garden blogs and websites, including articles about services like http://bbsplumbandheat.com. She is a freelance writer based in Buenos Aires.