Why Outsource Document Scanning? (The Top 6 Advantages)

When faced with the decision of document scanning, businesses often find themselves at a crossroads – whether to undertake this task in-house or to outsource it to specialised service providers. Outsourcing document scanning over doing it in-house can provide several benefits for organisations. We’ll take you through the advantages and disadvantages of outsourcing.

1. Does outsourcing reduce costs?

Setting up an in-house document scanning operation can be expensive. It requires investing in scanning equipment, software, and hiring and training staff to operate the scanners. Outsourcing allows you to avoid these upfront costs and pay only for the services you need when you need them. This provides greater flexibility and cost control, especially during periods of fluctuating document volumes.

Outsourcing partners like Storetec typically invest in state-of-the-art scanning technology and software, which may be cost-prohibitive for an individual organisation to acquire. By outsourcing, you gain access to these advanced tools without the burden of purchasing and maintaining them.

2. Does outsourcing save time?

Starting an in-house scanning operation from scratch can take time, involving various administrative tasks. On the other hand, when you outsource, you can begin the scanning process promptly as the provider already has the necessary infrastructure in place.

Outsourcing speeds up the document scanning process significantly. Scanning companies have the necessary resources, advanced technology, and streamlined workflows to handle large volumes of documents quickly. This allows your organisation to get it right the first time, access digital files promptly, and focus on core business activities.

3. Does outsourcing give access to expertise?

Document scanning may seem like a straightforward task, but it requires a level of expertise that is often underestimated. Many businesses have found themselves facing issues and setbacks when attempting to scan documents in-house. These problems can range from improperly named files and excessively large file sizes to incorrectly scanned multi-page PDFs when single-page PDFs were needed. Furthermore, complex or specialised scanning requirements may demand specific software or expertise that your internal team may lack.

At Storetec, document scanning is our area of expertise. Our dedicated team members are well-versed in handling diverse scanning projects and are trained in rigorous quality control procedures. Throughout the digitisation process, we conduct multiple quality checks to ensure that the scans meet the highest standards of quality and accuracy. As an ISO 9001 accredited company, we take pride in delivering a consistently superior scanning service that meets and exceeds industry benchmarks. Additionally, all our staff are fully vetted to ensure the highest security for your documents.

4. Legal admissibility of scanning documents in the UK

One critical aspect that businesses must consider when deciding between in-house document scanning and outsourcing is legal admissibility. The British Standard BS10008 establishes best practices for migrating paper records into digital files and transferring electronic information between systems. If your in-house scanning process is not BS10008 compliant, any digitally scanned documents may not be considered admissible in a court of law.

Imagine your business is involved in a legal dispute, and you need to present scanned documents as evidence. Without BS10008 compliance, these digital records may be deemed invalid, potentially jeopardising your case. It’s crucial to understand the implications of non-compliance and the risks it poses, especially when digitising sensitive documentation like HR records or legal documents.

By partnering with a scanning provider like Storetec, you ensure that legal admissibility is safeguarded. As a BS10008-compliant company, Storetec adheres to the highest industry standards when handling the digitisation process. This compliance guarantees the authenticity and integrity of electronic information, making it acceptable as legally admissible evidence in court, should the need arise.

When it comes to digitising and managing important documents, it’s better to err on the side of caution. Choosing a reputable scanning provider with BS10008 compliance, such as Storetec, offers peace of mind and legal certainty. Entrusting your document scanning to experts who uphold these strict standards not only ensures legal admissibility but also protects your business from potential legal complications in the future.

5. Focus on core business activities

By outsourcing scanning tasks, your internal team can focus on core business activities that directly contribute to your company’s growth and success. This can lead to improved productivity and overall business performance.

6. Disaster recovery and business continuity

Reputable outsourcing providers often have robust disaster recovery plans in place. By digitising and storing your documents off-site, you reduce the risk of losing critical information due to natural disasters or accidents.

What are the disadvantages of outsourcing document scanning?

1. Security and confidentiality risks

When sensitive documents are outsourced to a third-party supplier, there’s a potential risk of data breaches or unauthorised access to sensitive information. It’s crucial to thoroughly vet the outsourcing company’s security measures and protocols to ensure the protection of confidential data.

Storetec understands how sensitive and confidential your data is, so let us assure you, we have all the accreditations and security provisions in place to take care of your records. We handle sensitive data on a regular basis and our staff have gone through a strict vetting procedure, as well as signing a non-disclosure agreement that covers them for life.

2. Quality control issues

Poor control over the scanning process may result in inconsistent or poor-quality scans. If the outsourced provider doesn’t adhere to the required quality standards, it could lead to inaccuracies, missing information, or damaged documents.

At Storetec our scanning process is closely monitored by our quality team and the production team leaders and manager to ensure the highest standard is maintained. We are constantly performing quality checks throughout the entire process, therefore if any issues do arise, they can be dealt with promptly.

3. Lack of customisation

Outsourcing providers typically have standardised processes that may not align perfectly with an organisation’s specific requirements. Customisation might be limited, leading to substandard scanning solutions.

However, this isn’t the case at Storetec. We will have a consultation with you first to understand your specific requirements, and also to understand whether your requirements are actually what’s best for your organisation. We can even do a free sample as a proof of concept. With regards to FreeDocs document management system, our internal development team can fully customise the system based on your requirements.

Conclusion

When contemplating whether to opt for in-house scanning or outsourcing, your business must carefully consider the risks involved. Choosing the in-house route can lead to wasted time, effort, and financial resources if the project encounters issues that require redoing. Despite these benefits, it’s essential to choose a reliable and trustworthy document scanning provider. Conduct thorough research, read reviews, and ask for recommendations to ensure you select a reputable company that meets your specific requirements. Partnering with an experienced company like Storetec ensures that the task is handled professionally, promptly, and accurately from the very beginning. With our expertise and day-to-day experience in document scanning, we can guarantee a job well done, providing you peace of mind and allowing your team to focus on core business activities.

It is important to consider all these points when considering doing your document scanning in-house. Contact our team of experts today to get a FREE quote and to discuss your project further to see how we can benefit you.