The process of creating a digital library or archive is cumbersome and time consuming. It also requires specialized equipment as well as highly-trained professionals. After all, every page of the documents in your possession needs to be properly scanned and cataloged. Any error can cause huge problems in the future. After all, a document that has not been named properly, according to the specified standards, cannot easily be found in the digital library. Therefore, law firms, businesses, learning institutions, research facilities and other types of organizations that generate a lot of paperwork should always involve professionals in the process of creating a digital library. For instance, law firms should bring in a legal document scanning company to help them create a digital copy of all their documents. Since there are many document scanning companies out there, you will have to compare them before making a decision. Below are the most crucial factors to consider:
i) Industry Experience
The most experienced firms should always be given priority consideration. You want to hire a scanning company that has been around for many years and has handled similar projects for other law firms in the past. This is because they understand the best practices in the industry. They also know all the mistakes to avoid as well as how best to meet client expectations. In short, they can do the job properly, which translates to value for money.
ii) License
Only licensed firms should be considered. A license or business permit shows that a firm is registered and operates on the right side of the law. Therefore, you can expect the highest level of professionalism from them. In case of a complaint, the license can always be revoked, so licensed firms have to adhere to the highest standards. That’s why you should only shortlist licensed firms.
iii) Cost
Before you can commit to any firm, be sure to compare their rates to what other firms are charging. After all, you always want to keep your expenditure low. The cost comparison will help you find the most affordable, but competent service provider.
iv) Assurances and Guarantees
When paying for something, it is always good to have an assurance or guarantee that you are going to get value for money. To get rid of any doubts, therefore, you should give preferential treatment to firms that offer customer satisfaction guarantees. Firms that offer money back guarantees and assurances on the turnaround times for the whole job should also be given preferential treatment. After all, you want to have peace of mind when you hire a firm.
