There are a lot of benefits to working making the shift from paper to a paperless office. With office space coming at a premium, it is no wonder that many are choosing to eliminate the need for rooms full of documents.
By having all of your documents scanned you will still be able to keep them organized and benefit from easier search and retrieval methods.
The question now is, how do you ensure that all of your sensitive documents are scanned correctly, efficiently and most importantly securely? Selecting a company to scan and organize all of your documents should not be a rushed decision, as not all document scanning companies are created equal. You should take the time to fully research your option using the following tips.
1. A solid track record.
Before you start handing over the sensitive information that you have on employees and clients, it is important that you trust the document scanning company that you are dealing with. One of the best places to start is with their reputation. You can uncover a lot from just a simple google search, however, you can glean even more accurate information by contacting any references that are provided.
2. A company that has been around for a while
There is no substitute for experience when it comes to document scanning. With so many different filing systems used by many different companies, it is important that the document scanning company that you use is up to the challenge. This is especially true if you will require the scanning of oversized or fragile documents.
3. Ask about their security measures
When it comes to your companies valuable documents you need to be sure that they are in good hands. This is not limited to the location that the documents are scanned, it includes the pickup and transport of them too. They should be secure from the moment they leave your office until they arrive at the scanning location. If you are not legally allowed to have to documents leave your office then there are options for companies that can scan documents on site should you need this to happen for compliance reasons.
4. Will they destroy the documents for you
This is one of the most vital document scanning services. This is so that you don’t have to do this yourself. You should check with your compliance team to see if you require a proof of destruction or some sort of certificate that this has been done. Depending on your requirements the document scanning company will be able to provide whatever you need.
5. How up to date is their technology
You should make sure that you’re dealing with a company that uses the very latest in document scanning technology. You should ask about the formats that they are able to provide the documents and the resolution that is provided.
6. Are they completely transparent
You need to make sure that the document scanning company is completely transparent when it comes to their methods and how they handle your documents. If they seem vague or not upfront about how they transport or dispose of your documents you should look elsewhere.
7. Do they offer a consultation
When it comes to the scanning of the confidential documents you need to be sure that you feel completely comfortable with the document scanning company you are about to use. To make sure of this you should be able to meet with or at the very least have a discussion with the document scanning team so that you can ask all of the questions that you have about their process and their plans to keep your documents secure.
