If you’re looking for a cost-effective and secure way to manage, access, and store your documents, you must hire a document scanning service provider. They will scan all your data and create digital copies of it for secure storage on the cloud, ensuring easy accessibility and retrieval. With the help of a data scanning company, you can focus on other aspects of your organization while leaving data storage up to the experts. Plus, contrary to popular belief, these companies don’t just turn your physical data into digital copies. They offer many compelling solutions as well.
Before we dive into these solutions, let’s take a look at instances when you will need data scanning services:
When Do You Need Document Scanning Services?
You could argue that you don’t need to outsource data scanning as you can do it independently. However, you will need a professional document scanning service for large volumes of data.
Here are some instances in which employing third-party document conversion services makes sense:
When you have to close up shop and move to the world of remote working, you will need digitized documents to keep your daily tasks flowing smoothly. You will need to provide data access to your remote employees and enable data sharing, which you can do easily via digitized files.
When you’re relocating your office, you will need to get rid of the clutter. If you hire bulk document scanning services, you won’t have to pay for the removal and relocation of your cabinets and look for a space big enough to accommodate them. You can pay a data scanning company to end up with a leaner physical footprint and streamlined business processes – you will have quick access to your digitized data.
If your industry requires you to keep data stored for long periods, you will need a viable solution to do that. It’s because holding it in paper form will result in increased storage costs. However, if you convert paper into digital data, you will be able to eliminate storage costs, ensure compliance with your industry standards, and keep your data secure. Moreover, digital storage will enable you to purge the documents that have aged out conveniently with automated data retention.
Departments That Need Data Scanning Services
Here are three departments or fields that need data scanning services:
- Accounting: The accounting department is notorious for its sheer volume of paperwork, such as purchase orders, expenditure records, audits, paid invoices, and more. Data scanning can help you get rid of the clutter while offering security and one-click accessibility.
- HR: your human resource department also needs data scanning services to digitize employee data, including their hiring contract, tax forms, payrolls, personal files, and more.
- Healthcare: The medical industry certainly needs data scanning services to remain HIPAA compliant and avoid security breaches. Data scanning and digital storage will keep your data secure, help you improve your patient experience, and enable you to cut down on extra costs.
Solutions Offered by Data Scanning Services
As mentioned above, document scanning services don’t just offer you a solution to scan your data and turn it into an online version of the paper document. They offer multiple other solutions as well, including:
Large Format Data Scanning
A large-format scanning service provider can scan all sorts of large-format data, including engineering drawings, architectural drawings, maps, blueprints, posters, paintings, project plans, highway plans, surveys, CAD drawings, large photos, manufacturing designs, circuit diagrams, and more. Essentially, any industry can hire large format scanners to scan their data and keep it secure.
Regardless of your industry, you can hire data scanning service providers to come to your office to scan critical documents. This way, you can put your privacy and data security concerns to bed. The scanning service provider will bring their high-end scanners to your site and scan all sorts of data, including large format, paper, books, photos, magazines, newspapers, technical manuals, and more.
Microfilm & Microfiche Scanning
A professional data scanning service provider will have the equipment needed to scan microfilm and microfiche. This way, you can transform your microfilm images and data into high-res digital photos. Moreover, you can rest assured that the scanning team will ensure strict quality control for seamless digital conversion of the required data.
Professional document conversion services also offer effortless cloud hosting and storage for all your scanned data. It ensures their easy and convenient management, seamless indexing of data, and offers you easy and quick data accessibility. It also resulted in increased cost savings and boosted security while ensuring compliance with regulatory authorities.
Scanning service providers also offer on-site and off-site data shredding. This way, you can rest assured that all of your data that needs to be purged is appropriately shredded to ensure your security and prevent data breaches. This shredding service ensures that every bit of information is shredded into indecipherable confetti that one can never piece together.
All in all, professional document scanning companies can help you digitize your data, keep it secure from breaches, and manage it seamlessly for improved organizational efficiency.