There are a lot of great reasons why your company should go paperless. For instance, there can be a huge improvement in terms of time efficiency, employee productivity, and monetary savings in migrating from the traditional file-cabinet approach to maintaining an electronic file repository.
However, no matter how promising digitization and automation of file systems can be for your business, the migration also plays a vital role in ensuring that no file is missed and there are reliable back-up and recovery systems in place in case disasters and other misfortunes arise resulting into document loss. This is a job best entrusted to a reputable document scanning services Los Angeles firm.
How to Spot the Best Document Scanning Services Los Angeles Firm
With a plethora of options when it comes to document scanning companies across the United States, being able to spot the right firm can be tricky and challenging. So, before outsourcing with a particular firm, make sure you have looked into these factors thoroughly:
1. The Firm’s Proven Expertise and Experience
If you intend to hire the best document scanning firm in Los Angeles, the price should not say it all. Just because a company’s fees meet your budget, it does not mean you should seal the deal right away.
Ultimately, it is the company’s level of expertise and experience that can define how “best” it is on its craft. You will want to hire the firm that gets your company and your requirements. It would be best if this company has excellent knowledge regarding information and records management approaches.
Also, it is not just about being updated with the trends; the company should likewise know how to provide better solutions taking the trends into account.
On that note, to gauge a firm’s expertise and experience, honest reviews from friends and acquaintances are worth listening. Do inquire too about the working relationship they had with the company.
You would know that a company is truly seasoned in the industry if it is able to meet the agreed deadline or even earlier with an excellent quality output. These two are what majorly defines a positive track record.
2. The Firm’s Used Technology
In this digital age, companies continue to innovate especially in the line of document scanning. Thus, you can safely say a document scanning firm has the potential to provide the best services if it is equipped with the best technology there is. Aside from the document imaging equipment, there must be a software in place that can convert the scanned files into a range of file formats commonly used nowadays, e.g. PDF, JPEG, TIFF, etc.
Hiring a document scanning firm in Los Angeles that can convert digital images to your preferred file types will be a big plus. But in this absence, the firm must, at the least, have a customized image hosting solution partner to offer that will enable you to view, manage, and distribute electronic copies to partners and staff.
3. The Firm’s Output
The quality of the document scanning firm’s output cannot be stressed enough. It has to be at all times accurate and readable despite the pressure of time. Of course, though, a company that focuses more on the quality than on giving false positive impressions that are time driven is still better.
When checking the firm’s output, a company that undergoes multiple quality check levels is a big plus. There should be pre and post-scanning document count checking as well to ensure that no document is missed.
A good firm in Los Angeles will always make it a goal to ease your file management responsibility. There will be phases to go through:
The Consultation Phase, wherein the project will be discussed including the file-naming structure and the logical process;
The Document Preparation Phase, wherein ample time will be given to you and your staff to rid all the paperclips, staples, and other things that can affect the scanning process and output;
The Scanning Phase, wherein your needs will be noted by the firm, i.e. the size of the files, resolution, color, aperture requirements, etc.
The Access Implementation Phase, wherein the firm will implement security measures to ensure that only the authorized can access the vital files; and,
The Document Destruction or Return Phase, where after the scanning, the scanned documents will go through proper shredding and disposal process to ensure that data privacy and integrity are maintained.
4. The Firm’s Security Measures
The right document scanning services firm in Los Angeles will be able to give you undoubted assurances effortlessly that the documents are handled safely and with integrity throughout the scanning process. It very well knows that data privacy acts exist and it will do all it takes to adhere to such regulations.
On that note, when looking for the best firm to hire, you might want to check whether the company has motion sensors or uses encryption when imaging your paper records. The scanning team should likewise be highly vetted and trained for that matter as they will be given full access to the images and documents in queue for scanning.
5. The Firm’s Services Vs. Your Requirements
Having finally decided to partner with a document scanning service firm can be considered as an essential milestone. It is a costly investment, thus you will want to make sure that the services the company provides are tailored to your business needs.
It should be more than just scanning and sending you the scanned files; had that been the case, it would have been cheaper to buy a scanning machine. The document scanning firm has to be able to offer more so that the unit needs of your company will surely be catered. As the saying goes, quality over quantity.
On that note, to be able to effectively match the firm’s services with your requirements, you must have defined and assessed the latter first. With the plethora of document scanning firm options in Los Angeles, the selection process can end up a bit challenging but with clear goals and requirements, determining whether your expectations can be potentially met will be made easier.