It is often thought cheaper to use your own staff to scan your filing but is this really the best and most economical way forward?
For instance, do you have the appropriate equipment to deliver high quality images in any sort of volume, who will carry out and supervise the work and what is the cost and affect of taking staff away from their normal day-to-day responsibilities?
Outsourcing your scanning projects to experienced professionals can deliver many and significant benefits and can be far more cost effective than attempting to carry out the task in house.
Let’s consider how in a little more detail.
- The Hidden Costs of In-House
Just because in-house scanning doesn’t appear on an invoice it shouldn’t be considered without cost. For instance, do you have the equipment and infrastructure to do the job.
Whilst on floor copiers can deliver relatively low volume scanning projects, they are not designed for higher volumes and lack the sophisticated settings available to the commercial equipment used by bureaus which control the accuracy and quality of the images delivered.
Where will the images you create reside, do you have sufficient server space, or do you need to upgrade?
Who will carry out the work, do you have spare capacity, or will you need to employ additional labour and who will plan and supervise the project to ensure quality?
When outsourcing a scanning project to a reputable provider, they should be able to deliver you an all-inclusive page rate to encompass all aspects of the project.
Typically, this will include collection, preparation of the filing, scanning, indexing and OCR (optical character recognition) to allow a search of the documents text.
Outsourcing your project to BPMS allows you to properly budget, agree timescales to suit your schedule with NO hidden and mounting costs.
- Control Timescales
How long is the project likely to take if you are using part time resource, the longer the project the more the cost and if passing through several hands, then potentially the quality will vary.
By using the BPMS managed service, you are in total control of the timescales, whether you require the project completing quickly or spreading over months or even years.
- It’s Not What You Do
Scanning files may look easy, you simply present the documents to your copier, press the button and the job is done. Sadly, it is not quite that easy.
Without the right equipment and necessary experience, it is very easy to get things wrong. Pages can be missed, quality compromised, and the file sizes generated being far too big to both store and transmit.
At BPMS we have decades of experience in delivering high class document scanning projects. We have the latest equipment and software to ensure we deliver the perfect result at the most economical price.
All our services are fully ISO accredited, so why risk trying to take on a project yourself with all the costs and headaches this can bring. If it’s worth doing, it’s worth doing well.
- Complete Legal Confidence
While most institutions are now happy that information is held and delivered electronically, simply scanning a document doesn’t make it legally compliant.
To achieve legal admissibility documents MUST be scanned to British Standard 10008. BPMS both hold and operate to this standard and can therefore guarantee your compliance.
You may consider that much of your data will never be required in court; however, it is worth noting that this legislation is relevant to HR information, a major contributor to the information held by most businesses.
For assistance with your next scanning project, why not contact BPMS, we are confident that your filing will be scanned quicker, to the highest of standards and we guarantee very much cheaper than trying to do it yourself.
