Many businesses interested in electronic document management face a significant hurdle: mountains of archived paper that need to be converted into the new system. The backlog can be daunting, but document scanning services are there to help.

Document scanning companies use specialized high-speed equipment to scan your paper files and return the electronic files to your document management software. There are a few key questions to keep in mind:

• How do you get the paper to them? The most common approach is to hire a moving company to pack up your records and deliver them to the scanning company. However, some businesses may want to choose a document scanning company that comes to them. 
  
  On-site scanning services bring trucks full of scanning and sorting equipment to your office. You can monitor the process to ensure your records are handled securely, and your documents are only unavailable for the short window of time that they're actually being scanned.


• How do they get files back to you? The goal of a document scanning project is to get your paper records into an easily-accessible document management system. The best providers can deliver the files back to you in multiple formats: electronically via FTP, or shipped on CDs, DVDs, or even entire hard drives. If you choose an ASP-based document management system, the scanning service may be able to upload the files directly into the system.
  
  You'll also need to choose the format of the returned documents. The most efficient scenario is using a scanning service that's familiar with the software you've chosen – that ensures that the data will be easy to import into the system. Make sure you get test files before the entire batch is done, and make sure they work exactly as they should.


• What do they do with the paper? Once your documents are scanned, the scanning company can shred them, put them in long-term storage, or return them to you. Legal, medical, and financial companies have stringent record-keeping requirements to adhere to and are more likely to keep the original paperwork, while those in other industries can save money by having the originals shredded.

Choosing a document scanning service
The right scanning service can greatly simplify your transition to electronic documents. Look for vendors with demonstrated success helping businesses like yours: get references to other customers in your industry, and follow up with them to ask how the vendor performed.

You'll also probably want to choose a document scanning company that can provide the hardware you'll need to keep up with the ongoing paperwork that comes in. Once you supply them with an estimate of the number of new pages you'll have to scan each month, they should be able to recommend an appropriate scanner that can keep up with the workload.

To find dealers who have all the right characteristics, submit a free request for document imaging quotes. We'll connect you with leading providers – you get the estimates and choose the best dealer for your document scanning project.