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Professional Scanning Ensures Optimal Success
As many companies look to implement cost saving strategies, tasks that are typically outsourced may be brought in house and assigned to existing staff. This type of change may make sense for those services that align with your corporate core competencies, however, highly detailed functions requiring a higher level of specialization are best left to expert service providers. Document scanning is one such service.
Because of the wide availability of scanning machines, many companies attempt to scan their active files internally. Unfortunately, most in house scanning projects fail. Scanning of documents and files is best left to a professional document scanning provider because they can ensure:
- Privacy and confidentiality of files before, during and after the scanning process
- Accuracy of digital conversion
- Completion of scanning project in least amount of time
Ensuring Privacy During Conversion
The typical collection of active files often contains confidential and private information. It’s very important for all of this information to be maintained during the scanning process. Bringing in temporary or seasonal staff to help with an in-house conversion project represents risk of exposure. A professional scanning company uses screened technicians specially trained in privacy rules and regulations as outlined in HIPAA, FACTA, SOX and GLB.
Similarly, a scanning technician is trained to utilize a combination of procedures, conversion equipment and software necessary for a successful conversion. Scanning professionals have expertise in the following areas:
- document preparation
- document management
- electronic databases
- optical character recognition (OCR)
- resolution adjustment
- digital file formats
Most companies simply don’t have the resources necessary for the successful execution of a document scanning project. In addition to specialized staff, a professional scanning company utilizes equipment and software specific to digital conversions. A scanning provider can also provide ancillary services such as offsite storage and document scanning for a complete records and information solution for the totality of your business documents and files.
Since 1985 Records Management Center has served businesses in Augusta, Evans, Thomson, and Martinez, Georgia along with Aiken, SC and the Central Savannah River Area, with comprehensive document scanning services. For more information about how we can help you with your next conversion project, please contact us by phone or fill in the form on the page.