Are you currently contemplating a document scanning project, but still unsure whether to do it in-house or outsource it?
If you’ve ever felt overwhelmed by the amount of paper in your office and wondered if digital document scanning could be the solution, or if you’ve considered the cost of storing physical documents, then it’s time to decide!
You want to transform those towering stacks of paper into a streamlined digital database; however, the question remains – should you tackle this massive task in-house or leave it to the experts?
At first glance, the in-house option may appear to be the more budget-friendly choice, but appearances can be deceiving. It’s not always as simple as it seems.
Space Matters
Let’s talk about space. While digitising files may seem like a great way to save space, it’s important to consider the equipment and piles of files that need to be scanned. This can take up a significant amount of room. That’s where professional scanning providers like BPMS come in.
They have secure and spacious records centres that are specifically designed to store and handle your files. Just imagine trying to set up a scanning station in the middle of your already busy workspace. It’s not exactly an ideal situation, is it? And let’s not forget about security. You would need a designated room at the very least. Scanning providers, on the other hand, have exclusive spaces with strong access control measures in place, giving you peace of mind.
The Hidden Twist in Equipment Expenses
When it comes to expenses, good quality scanners are quite pricey, with prices ranging from £5,000 to over £30,000 per unit.
It may be tempting to search for bargains, but keep in mind that lower costs often indicate lower quality, resulting in the need for repetitive and wasteful rescanning.
Additionally, once the project is completed, what will happen to the equipment? Its value will decrease over time and selling it would likely result in a loss. On the other hand, scanning bureaus possess the necessary expertise and high-quality equipment to efficiently and effectively digitise records, ensuring outstanding outcomes.
Time, Staffing, and Productivity
These are all crucial factors in any organisation. Efficiently managing time, ensuring adequate staffing levels, and maximising productivity are key to achieving success.
Are you hesitant about scanning because it can be tedious and take up valuable time? Worried that it will distract your team from their main responsibilities? Well, don’t worry!
If you’re torn between in-house and outsourced scanning due to concerns about accessing offsite documents slowly, scanning then BPMS have got you covered.
We prioritise your needs and make sure that the necessary documents are scanned and delivered to you on the same day. And if you absolutely need onsite work, professional scanning technicians can even come to your location.
The Value of Standards and Security
Obtaining excellent scanning outcomes is not a simple task that can be accomplished with a single button press. It necessitates the expertise of professionals and a commitment to upholding the most stringent standards.
Moreover, BPMS not only meet these standards, but they also provide unmatched security. We implement various security measures, such as round-the-clock CCTV surveillance, access control systems, and staff who are well-versed in security protocols. They go above and beyond to protect your sensitive data from unauthorised access and even safeguard physical copies from natural disasters like fires and floods. By securely storing your digital copies in the cloud, they remain impervious to such threats.
Paving the Way for Success in your Document Scanning Project
Finding the right scanning expert among numerous providers can feel overwhelming.
If you’re still unsure about whether to handle scanning in-house or outsource it, or if you’re having trouble deciding on a supplier, our team of experts at BPMS are here to assist you.
Explore the additional advantages of offsite scanning through the experiences of our satisfied customers and allow us to support you in navigating this digital transformation.
