This article will guide you through what you need to look out for when evaluating different companies and provide tips on how to find the one that’s right for you.
Determining Your Needs
The first step is to determine your specific needs. What kind of documents do you need scanned? How much of it? Do you need them back as soon as possible? Taking an inventory of your organization’s document scanning needs will help narrow down what type of vendors best fit your criteria.
There are a variety of documents that can be scanned to streamline business processes, including:
Experience & Reputation
Once you have established what type of vendor you need, it’s time to start researching different companies.
Take some time to read up on their experience and reputation—are they well-reviewed or have they received any awards or certifications?
It’s also important to make sure that they can handle the volume and format of documents that you require—some companies specialize in certain types of scans, so make sure that the company can accommodate your specific needs.
Security & Compliance
In addition, security and compliance are two critical components when considering a document scanning service provider.
Make sure that they are compliant with HIPAA regulations, if necessary, as well as other relevant governing bodies such as SOC 2 Type 2 (Security, Availability, Confidentiality).
Knowing who has access to these sensitive data points and taking precautions against any potential security breaches is essential when trusting a third-party vendor with confidential documents.
Understanding Their Document Scanning Process
It's also important to fully understand the document scanning process used by each company so that you can gauge which one is most suitable for your business needs.
Some questions to ask include:
- What type of equipment do they use?
- Are their scanners capable of handling large volumes quickly?
- How experienced are their staff members in using the latest technologies available?
- Do they offer additional services such as data entry or file indexing?
Understanding all aspects of their process will help ensure the quality and accuracy of the scans produced by each provider.
Conclusion
Ultimately, finding the best document scanning company in Florida requires research and careful consideration.
Make sure to evaluate all aspects from experience & reputation to security & compliance before making a decision about which company is right for you. Once you have found a few potential vendors, encourage them to offer tours of their facilities so that you can see firsthand what type of equipment they use and how experienced their staff members are in using it.
When you're ready, contact DocCapture today!
We offer free consultations and connect businesses with qualified local providers who match their criteria - saving time and money!
