Qualities Your Document Scanning Service Should Have

A document scanning service is more than just a way to pinpoint certain documents. It can send documents to specific people, convert files, and provide facilities for exporting documents to CDs and DVDs. Before opting for a specific service, bear in mind some of the key qualities it should have.

Lots of Space

Some cheap services will say they’ll only store a certain number of documents. This doesn’t help you. The main advantage of document scanning is the fact you can get rid of those bulky filing cabinets. You should have enough space to store everything you have now, along with room to expand in the future without paying an extortionate fee.

Quick Response

Document scanning relies on being able to act quickly. In the fast running world of business, you have to act as soon as you possibly can. If it takes an age for them to respond to a request it can put you in a difficult position.

For example, if you need a presentation burned onto a CD and the document scanners take ages to complete this request you’re inconveniencing lots of other people. Make sure they have a quick turnaround time and have no problems answering queries.

Ideally, you should look for a 24-hour service.

Rate the Bad

Every service has some sort of disadvantage. It doesn’t matter how many functions the service has and how quickly they can rectify any problems. If it has a downside which severely affects your ability to carry out certain functions this isn’t the service for you.

Too many companies focus on the positive aspects and fail to pay any attention to the negative. This sort of thinking prevents you from being able to look at a service objectively.

A service’s disadvantage shouldn’t stop you from being able to conduct your most important tasks.

File Conversion

We work with so many different types of files these days. We have Word documents, Notepad documents, and PDF documents. Then there’s all the multimedia we have to deal with. Always search for a service which can convert files into the major file types. It shouldn’t have an issue turning a Word document into a PDF as and when you need it.

Price

Compare prices with your chosen service and its competitors. Make sure you’re getting full value for money. Value for money doesn’t always mean paying the lowest price, though. It’s always better to pay slightly more for a better quality service if it adds further benefits to your company.

It’s easy to become transfixed by a low price or a special offer. And this is another important point. Disregard special offers entirely. You’re employing a service for the long-term. Any short-term benefits will soon become irrelevant after you’ve used the service for six months.

Do You Need It?

Ask this of yourself before looking at any document scanning service. Does this sort of service offer you anything you can realistically use in your office? Smaller companies with low numbers of documents might find it pointless, whereas a solicitor would find it essential.