Every business or organization is required to preserve certain documents for a certain number of years before they can be destroyed. Since storing years’ worth of documents at the office or business premise is going to be a waste of space, these documents should be transferred to a private storage facility for affordable and convenient storage. Before this is done, however, a digital library should be created by scanning all the documents and cataloging them properly for easy reference. When this is done, you will always have a ready copy of the documents, even documents that were destroyed years ago.
Since scanning thousands of documents is going to take a lot of time, manpower and special equipment, the service should be outsourced. There are many firms offering document scanning services Miami. You only need to compare them to pick the right one for your needs. Below are the key factors to consider;
i) Industry Experience
The best document scanning companies usually have years of experience in the industry. They have handled similar projects in the past and managed to meet client needs as well as expectations. Therefore, they are better suited to handle the job than newbies. When comparing document scanning companies, therefore, be sure to check the types of jobs they have handled in the past, the number of similar jobs they have dealt with as well as the years of experience they have. This will put you in a better position to make a well-informed decision.
ii) License
Only licensed service providers should be added to your shortlist. This is crucial because you do not want to work with quacks. Professional document scanners usually have a license as well as other forms of accreditation to prove that they are professional service providers. When creating your shortlist of potential service providers, therefore, you must confirm that all the firms you add to your list are licensed.
iii) Guarantees
There are several guarantees that you will require. The first is a customer satisfaction guarantee. The second is a guarantee that the information contained in your documents will not be compromised in any way. After all, some of the information may be sensitive. In fact, the ideal service provider should be willing to sign a non disclosure agreement before they start scanning your documents. Lastly, the ideal firm should offer a guarantee on the turnaround time.
iv) Cost of Service
Obviously, you need affordable services. Therefore, you need to request quotes from a number of document scanning firms and compare them. Whatever the billing method a firm uses, be sure to confirm that their rates are the most competitive before committing yourself.
