When it comes to your company’s important documents, you can never be too careful. Proprietary information, bank and tax documents, and customer lists are just a number of the sensitive documents that you keep. As the business world trends toward paperless operations, you’ll want and need to convert your documents to digital. Turning all those paper files into digital ones saves your company time, money, and space. Who should you trust with such important information? Use this guide to know how to choose a document scanning company.
Are They Reputable and Transparent?
After identifying a company you want to do business with, do your due diligence. Check them out to ensure they have a good rating with the Better Business Bureau and no pending complaints or legal action against them; that’s obviously a deal-breaker. Read some reviews from past customers and make some calls to anyone that has used their service before. You want a company that is transparent in their pricing and procedures. With such sensitive information, don’t take any chances with a company that is less than completely transparent and has a solid reputation.
Where Are the Documents Going After Scanning?
You’ll be willingly surrendering sensitive documents to a third party. They will have control over them during and after the scanning process. What are they doing with the papers once the work is done? Depending on what you want, they should return the boxes of files to you immediately, or they should destroy them. Shredding and recycling the documents should be part of the upfront pricing, and a certificate of destruction so you know the documents have been properly disposed of.
Can They Handle the Volume?
Make sure the company you choose can handle the number of documents you need scanned. The more papers you want scanned, the longer the process will take. You don’t want this to be a weeks-long process if it can be done in a couple of days. Ask upfront if they can handle your volume and how long it will take. You can even give them a reasonable time frame that you want it done in.
What Services Are They Offering?
A quality commercial scanning service should offer more than just scanning services. In addition to the scanning, what else do they offer? If you’re charged for only the scanning and everything else is extra, move on to the next company. Document pick-up, scanning, indexing, uploading, shredding, and destruction should all be part of the upfront pricing. Services like this should never be à la carte, so keep looking if that’s what you’re pitched.