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Outsourced Document Scanning: Overcoming Challenges and Best Practices

For many businesses, the decision to digitize paper documents presents a critical crossroads: tackle the project in-house or outsource to a specialized service provider? Choosing the right approach can significantly impact your organization's efficiency, security, and overall success. 

However, outsourcing document scanning comes with its own set of challenges that need to be addressed to ensure a smooth and successful transition. This blog post will explore these challenges and provide best practices to overcome them, enabling you to leverage the full benefits of outsourced document scanning.

Close up of a person clicking the button on a scanner to scan something

Challenges of Outsource Document Scanning

Outsourcing document scanning isn't without its challenges. Concerns over data security and ensuring the provider adheres to your specific requirements are key considerations. Additionally, managing communication and maintaining clear expectations with the external vendor are crucial to a successful project. Here are some challenges that you might encounter:

Security and Compliance

Protecting sensitive information is paramount. When outsourcing, it's crucial to choose a provider with robust security measures in place, including data encryption, access controls, and compliance with relevant regulations like HIPAA or GDPR.

Opt for service providers that are compliant, such as Exela. Exela’s document digitization maintains robust security and privacy compliant operations that protect data and documents received and processed on behalf of our clients.

Data Accuracy and Quality

Ensuring the scanned documents accurately reflect the originals is essential. Look for a provider with a proven track record of high-quality scanning, employing advanced technology and quality control procedures.

Exela offers document digitization with exceptional accuracy, exceeding 99% for most document types. Our advanced OCR/ICR technology automatically classifies documents, extracts data, and creates dynamic indexes based on your preferences. We excel at handling challenging images (skew, distortion, etc.) with minimal impact on accuracy, ensuring consistent and reliable data capture.

Cost Management

While outsourcing can save time and resources, managing costs effectively is vital. Clearly define your scanning needs, request competitive quotes, and factor in potential hidden costs like data storage fees.

Project Management and Communication

Effective communication and project management are key to a successful outcome. Choose a provider with clear communication channels, established workflows, and the ability to adapt to your specific needs and timelines.

Person typing on their laptop while holographic document icons float in front of the screen

Best Practices for Outsource Document Scanning

Achieving a seamless and successful experience with outsourced document scanning requires a strategic approach. Start by thoroughly researching potential providers, evaluating their security protocols, expertise, technology, and customer service reputation. Clearly define your needs, including document types, volumes, desired formats, and turnaround times. Here’s what you should keep in mind:

  • - Conduct thorough research: Evaluate potential providers based on their security measures, expertise, experience, technology, and customer service reputation.
  • - Define your requirements clearly: Be specific about the types and volumes of documents to be scanned, desired file formats, indexing needs, and turnaround times.
  • - Negotiate a binding contract: Ensure the contract clearly outlines the scope of work, pricing structure, service level agreements (SLAs), security protocols, data ownership rights, and termination clauses.
  • - Implement data security measures: In addition to the provider's security measures, consider implementing your own data encryption solutions for added peace of mind.
  • - Maintain clear communication: Regularly communicate with your chosen provider, keeping them updated on any changes and addressing any concerns promptly.

By understanding the challenges and implementing these best practices, you can ensure a smooth and successful outsource document scanning experience. 

By leveraging the expertise and resources of a qualified provider such as Exela, you can unlock the potential of a paperless environment, streamlining workflows, enhancing accessibility, and improving security for your organization. Get in touch with us to learn more about Exela’s Document DIgitization offerings.