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Document SCANNING SERVICES

GRM's document scanning services are an fantabulous choice for businesses where purchasing and maintaining the best on-site bulk document scanner is not cost-effective.

Some meridian-of-the-line models of high-volume document scanners tin can cost every bit much as $35k. While that is a large expense, higher-stop majority certificate scanners offer a greater level of accurateness and reliability, so the toll may make sense.

Of course, the expenses don't stop with the initial purchase. It's vital that you consider the following related expenses:

  • Maintenance and repairs – It's important to consider the costs involved in maintaining and repairing an expensive, highly used piece of equipment. Hardware and labor are rarely cheap. Those (estimated) costs should be considered before purchasing a document scanner.
  • Lost time – If your certificate scanner breaks or even just needs routine maintenance, how much fourth dimension will you lose waiting for a service technician to get in and consummate their piece of work? What if the technician has to order a new function for your document scanner? Think about much time yous and your employees will lose due to service and maintenance.
  • Additional workers – Consider who will browse your documents and if you have a backlog of files waiting to be scanned. If you lot do, you'll likely need to hire new employees or reassign current workers to scan each and every document. Even if you lot don't have a large number of files waiting to exist scanned, you'll withal demand 1 or more than employees (depending on your scanning volume) to handle scanning on a daily or regular basis. Proceed in mind that the scanning process involves more simply feeding a document into the scanner. Staples must be removed, pages straightened and everything kept in the proper social club. These workers volition require preparation to ensure they know how to operate the document scanner, how to prepare documents for scanning, and how to accurately scan all types and sizes of documents in an efficient manner.
  • Office space – Depending on the type and size of loftier-volume document scanner you buy, it may have up a lot of space in your office. It will require a secure location and workstation to ensure the protection of confidential paperwork. It's vital that yous consider where yous'll place the certificate scanner so that workers will have room to process documents. Additionally, per regime regulations and industry guidelines, some documents must exist retained even after they've been scanned. Where will you store them? Do yous have a secure space available to safely shop numerous boxes?
  • If you lot won't exist retaining any hard copies once documents are scanned, some of those documents may demand to be destroyed according to government regulations and manufacture guidelines. It will depend on the specific documents and knowing when and how to destroy those specific documents will crave the cosmos of – and adherence to – a thorough certificate retention policy and schedule. It will also crave additional equipment in the form of industrial strength shredders to securely destroy those documents, or the services of an outside certificate destruction service.

Document Scanner Costs - how much does a document scanner cost

Consider loftier-book certificate scanners that offer a full range of capabilities, including the power to integrate with an enterprise content management (ECM) organization that offers optical character recognition (OCR) software to convert unstructured data into structured, readable information. You'll also want an ECM with document management and versioning abilities.

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In that location'due south no bespeak in scanning all of your business's documents if you then have no piece of cake mode to admission that content. If you lot cull a document scanner that does not integrate seamlessly with your existing ECM, y'all may need to purchase boosted software in order to admission and utilize your scanned documents.

Integrate document scanner with ECM system

When searching for the all-time document scanner, exist sure to consider the size of the scanning jobs you lot'll use it to complete, and how often y'all'll utilize it. You'll want to check the number of pages the document scanner can handle per day, and the speed at which it scans each certificate.

Yous'll likewise want to consider the document scanner'southward accuracy, every bit this is crucial. Document scanners that cannot guarantee accuracy are a waste of time and money. Low-quality images complicate OCR data extraction, hindering your ECM's ability to read the image and translate it into structured, usable data. And what practiced is data y'all tin't use?

Some other key factor to consider when searching for the all-time document scanner for your business organisation is the types of documents you'll employ it to scan. Non every file involves a standard eight ½ past xi piece of newspaper, and not every document scanner tin can handle larger documents. Fortunately, some of the all-time certificate scanners are designed to handle large-scale documents such as blueprints – and to scan them efficiently.

Ultimately, the best document scanner for your company is the one that meets your needs.

Best document scanner for your company

This convenient and cost-effective alternative involves significantly less commitment than purchasing a college-stop majority certificate scanner of your own.

Equipped with the best document scanners, leading certificate management companies have big-scale scanning capabilities that make digitizing documents of any size simple. Additionally, they typically offer document storage solutions at secure, state-of-the-fine art facilities and certified certificate and information destruction. And, an experienced and reputable document and information management company volition also provide records retention planning services, creating a records retention schedule and policy that helps your company mitigate risk by ensuring compliance.

Still considering the pros and cons of purchasing a loftier-end certificate scanner vs the benefits of outsourcing your document scanning? Speak with a GRM representative today to larn more near how we can aid your business salvage coin and optimize efficiencies with our scanning, storage, and document and data devastation services.

Document scanners at the best document management company