How to Find a Scanning Solution that Matches Your Budget

Has anyone in your office ever been in a situation like this?

Tim sits at his desk, visibly frustrated. His computer is on, but no chat window is open, and no music is playing. He’s clearly not getting much work done.

Paula: Tim, who are you talking to?

Tim: Talking? Oh, I’m not talking to anyone—just venting my frustration. I’ve been trying to scan this document from that scanner over there, about three feet away, and it won’t connect. No signal. This thing has a mind of its own. It works fine one day, and the next, it just… doesn’t. It’s driving me crazy.

Paula: Have you tried plugging it directly into your computer?

Tim: I would, but my cable’s too short by about six inches. And anyway, I shouldn’t have to plug it in—it’s Bluetooth. Isn’t that the point?

Paula: How long have you been trying this?

Tim: What day is it again? Just kidding. Almost an hour. Again.

Paula: Well, I hear the Queen Mary 2 is looking for a new anchor—you could offer them your scanner! Seriously, though, you’re wasting way too much time. There are better solutions out there.

Tim: Oh yeah? Like what?

Paula: Well, for starters, maybe it’s time to consider outsourcing your scanning.

Tim: Wouldn’t that break the budget?

Paula: What’s breaking the budget is you sitting here, fighting with this temperamental flatbed scanner for hours. Let’s explore some options, shall we?

If Tim’s situation feels all too familiar, it’s time to consider how you can find a scanning solution that fits your needs and your budget. Whether you’re managing a one-time project or have ongoing scanning requirements, there are ways to streamline the process and save money at the same time. Here are the steps to finding a solution that works for you.

1. Assess Your Scanning Needs: Before diving into possible solutions, you need to understand exactly what your needs are. The answers to these questions will help guide your decision:

• • Volume & Frequency: How many documents do you need to scan, and how often? Are you dealing with a one-time project of several hundred documents or an ongoing need involving thousands of pages each month?
  • Types of Documents: What kinds of documents are you scanning? Legal contracts and invoices are different from large blueprints, photographs, or medical records. Consider the document size (letter, legal, or oversized), the format (paper or digital), and whether the documents are black-and-white or color.

2. Explore Different Options: Once you know your needs, it’s time to look at the options for how to handle scanning.

• • In-house vs Outsourcing: You can either scan documents internally or outsource the task to a professional service. In-house scanning allows you to keep control but requires investment in equipment, training, and personnel. Outsourcing, on the other hand, saves you time and hassle but may raise concerns about data security or document accessibility. The DIY approach may seem more cost-effective at first, but it can lead to inefficiencies and quality problems, especially with large projects. Professional services, meanwhile, offer high-quality results with a fast turnaround but come with a price tag. You’ll need to balance your priorities here.
  • Hybrid Solution: A hybrid model, where you handle smaller, day-to-day scanning needs in-house and outsource larger projects, might provide the best balance of cost and efficiency. Assess your volume, budget, and internal capabilities to see if this option could work for you.

3. Understand Pricing Models: When looking for a scanning solution, it’s important to understand how pricing works.

• • Volume Discounts: If you’re scanning large quantities, ask about volume discounts. Many providers offer tiered pricing based on the number of documents, which can save you money if your needs are high.
  • Other Fees: Don’t forget to look beyond the base price. Some providers may charge additional fees for setup, document transportation, or extra services like indexing. Make sure to factor these into your total budget.

4. Compare Features and Services: Price is important, but focusing solely on cost can cause you to miss out on critical features that affect the overall quality of the service.

• • Key Features: Look for essential features such as Optical Character Recognition (OCR), which converts scanned text into searchable digital text. Other features to consider include scan quality (resolution), scanning speed, and security measures to protect sensitive information.
  • Add-Ons: Some services offer extra features like document indexing, which can make it much easier to retrieve specific files later. Cloud storage options can also provide convenient access to your documents from anywhere. Integration with your existing systems, such as document management or workflow platforms, can further streamline your operations.

5. Request and Compare Quotes: When it’s time to gather quotes from potential vendors, keep the following tips in mind:

• • Provide Details: Make sure you give vendors a clear overview of your needs, including the types of documents you’re scanning, their volume, and any specific features you require. This will help you get the most accurate quotes.
  • Evaluate Thoroughly: Don’t just look at the lowest price—consider the value you’re getting for your money. Higher-quality service may come with a slightly higher cost, but it could save you time and frustration in the long run.
  • Ask Questions: Prepare a list of questions for potential vendors. Ask about their technology, data security measures, turnaround times, and how they handle unexpected issues. This will help you find the provider that best meets your needs.

6. Consider Long-Term Savings and ROI: Choosing the right scanning solution can save you money not just in the short term but over the long haul as well.

• • Savings: A well-designed scanning solution can help reduce reliance on physical storage space, cut down on the need for paper, and minimize the time and labor costs associated with document retrieval. Over time, these savings can add up.
  • Impact: Efficient scanning and document management improve productivity, allowing quicker access to important files and better collaboration among team members. This leads to smoother workflows and enhanced business performance.
  • Cost Elimination: Think about how much you’re currently spending on physical storage—renting space, buying supplies, and maintaining files. Transitioning to digital storage can eliminate many of these costs and provide significant long-term savings.

At Pacific Records Management, we specialize in affordable, efficient scanning services that are tailored to fit your specific needs. Our expert technicians will consult with you to ensure you get the right solution—whether it’s for a small project or ongoing document management. For a quote or more information, call us at 800-685-9034, or complete the form on this page.