document scanning FAQ Part 1 (Read FAQ Part 2)
According to a story published on Entrepreneur.com, for every 30 copies printed in an office, 39% of them are just thrown away. On top of that, it costs about $25,000 to fill a four-drawer cabinet that holds 15-20,000 files, and $2,000 per year to maintain it. Paper document management and the labor associated with it is the largest cost to most organizations, which is why many companies are moving at least partially to digital documents to save on paper, labor, and space costs. But there's a lot about document scanning to take in; for this reason, we've compiled a list of digital conversion and document scanning frequently asked questions (FAQ) to help you get started.
Q: How do I know you won't lose any of my documents or mix them up?
A: The scanning team implements more than one process to ensure that your documents are secured and remain in the order we receive them. The team applies bar codes and tracks the files and boxes throughout the whole process. Team members also work with only one file at a time to eliminate the possibility of documents getting mixed up with others. Our quality control process also validates the page count and order.
Q: We have sensitive documents and/or we don't have a lot of space. Can the scanning project be completed on-site?
A: Depending on your timeline, we can adjust our team size and equipment based on your available space and security requirements. Our scanning technology also provides a full chain of custody and tracking for every tasks regardless of their location.
Q: Do we need to supply you with equipment or supplies?
A: No. We provide all of our own equipment and supplies, including printers, production scanners, computers, servers, boxes, laptops, software, etc.
Q: How long will the project take to complete?
A: It depends on the available space within your facility and how many documents you have. We can ramp up our progress up or down and schedule the project according to your needs.
Q: Who has access to records during the conversion process?
A: Documents are only accessible to team members and the manager assigned to your project. Each team member has their own unique ID that is captured during each task to keep track of who has touched, looked at, scanned, etc. each document at every stage of the project.
Q: Do we need to pack our records into boxes before they're scanned?
A: Our standard operating procedure requires every file/document to be contained and inventoried to a specific box number. If you're short on time and resources, then we can provide the boxes and box and inventory your records for you.
Q: We have very rigorous security standards. Does your scanning staff comply to regulations?
A: Yes. All staff is subject to a complete background check and drug test, and we comply with HIPPA and CJIS standards.
Q: Are on-site document scanning services more expensive?
A: There are additional costs for on-site set-up and a dedicated manager. Depending on the project size, however, these costs can be negligible and often offset normal pick-up and delivery costs from off-site scanning.
Q: Can large format documents be scanned?
A: Yes. We can scan all types of large format documents, including architectural or engineering drawings and maps.
contact us about Digital Conversion & Document Scanning
Southwest Solutions Group® provides digital conversion and document scanning services to all types of businesses, and we will even scan and upload a box of your records for free so you can try our services before you buy. For more information or to speak with a document scanning specialist, call us at 1-800-803-1083 or send us a message today.